Developing a Team Code of Conduct: A Business Report

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LETTER OF TRANSMITTAL
August 5, 2019
*Enter name here*
Senior Lecturer (Information System)
School of Management and Enterprise
Subject: Team Code of Conduct
Respected Sir,
We feel glad by presenting the assignment with the title “Team Code of Conduct”. The
guidelines that are related to this particular assessment are given here. Here in this
assessment, we covered a lot of details regarding the Team Code of Conduct.
This particular assessment will provide help in developing as well as analyzing the qualities
that need to help in the completion of the project. We all are thankful that you have provided
this opportunity.
Thank you

Team Code of Conduct

Executive Summary
The teamwork, as well as the cumulative support with the contribution, is some essential
ethics and values which need to follow in order to complete the project. For proper assurance,
it is essential to create a proper outline of the overall plan and process in which the overall
team will need to work. In order to make the functioning smooth and least complex, the
overall tasks will be distributed among the team members and they need to complete it by
considering it their responsibility.
Here, in the given assessment, the same process is shown by performing the code of conduct
for a particular project. This particular report will provide help in completion of the project
smoothly by following a proper process.
Moreover, the document helps in explaining the importance of various essential points that
include building up of teams, relationships at work, collaboration and one of the essential
points are individually working for achieving some goals and aims that are set by the
company and also working as the team for the completion of the goal.
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Table of Contents
LETTER OF TRANSMITTAL........................................................................................................1
Executive Summary...................................................................................................................1
Table of Contents.......................................................................................................................2
System Vision Document...........................................................................................................3
Organization...........................................................................................................................3
Problem Statement.................................................................................................................3
Advantages.............................................................................................................................3
Capabilities of the System......................................................................................................3
Code of Conduct........................................................................................................................4
Criteria for team member selection........................................................................................4
Building relationships importance.........................................................................................5
Being able to work in diverse groups importance..................................................................6
Challenges by working in cross-cultural team.......................................................................6
Code of Conduct........................................................................................................................7
Communication & Decision Making.....................................................................................7
Roles and Responsibilities.....................................................................................................8
Strategy of team meeting.......................................................................................................8
Communication & Collaboration...........................................................................................9
Handling Issues......................................................................................................................9
Contract of the team.................................................................................................................10
Peer Review Form................................................................................................................11
References................................................................................................................................12
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System Vision Document
Organization
The selected non-profit organization for this particular project is named as the “Melin
Homes”. Being a client, the non-profit organization is operated in the United Kingdom and
this organization provides help in providing a home for the needy people as well as helps in
providing a home to clients for the rents. This particular organization helps in providing the
impact on the many lives of the people in this particular region.
Problem Statement
With the help of a mobile application, this particular organization expands its channels and
communicates with more number of people so that the overall process of the organization can
be managed and handled efficiently (Boies et al., (2015)). The mobile application will help the
organization to efficiently grow and manage the time as well as resources.
Advantages
There are more benefits of using the mobile application and they are given as:
 The organization can improve its outreach by the help of the application.
 Helps in improvisation of channel communication.
 A mobile application can provide a platform to display the achievements of the
organization.
 Also, the volunteers and clients can upload their success stories on the application that
can help in attracting more clients and needy person.
 Volunteers can be deployed for doing more productive activities.
 It will be easy for the organization to receive the donations from the people also.
 The mobile application provides a wide platform where the organization can share all
the success and many stories related to it.
Capabilities of the System
Some of the system capabilities that the NGO can use by the help of mobile application can
be given as:
 Option for the volunteer's registrations.
 New activities and tasks can be posted on the mobile application.
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 Forms related to the queries of the audiences and volunteer is available.
 Donation feature is also available in the application.
 Provides a secure and understandable user interface.
 Helps the needy persons to contact directly without any research work.
Code of Conduct
Criteria for team member selection
Team members in any project are the cornerstone of a project. With the help of a strong team,
a project can be completed successfully and with great quality. Being a strong asset of the
project, it is essential to select the team members wisely and appropriately. It is beneficial to
select some essential criteria’s that an applicant should have. So here there are few essential
skills that are listed and explained here:
 Leadership skill.
 Punctuality.
 Problem-solving skills.
 Good Communication
 Consistent
 Responsive.
 Analytical skill.
Now let’s discuss all of them in detail:
Leadership skills:
It is not possible that every particular person has this skill as not everyone is a born leader but
at least one can develop this skill and this skill is linked by quick decision-making skill also.
Working in a team can lead to some conflicts and can hamper the work but in some of the
situations, it is necessary that any of the team members can act as an interim leader and take
decisions that can be agreed by both the parties involved in the conflict. Therefore, this
quality helps the team to value the importance of the team and other members.
Punctual
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It is important for the team members to be punctual as sometimes the task that needs s to
complete has some deadline which needs to meet (De Jong et al., (2016)). By meeting this skill,
efficiency, as well as the quality of the work, can be improvised and efficiently performed.
Problem-solving skills
This is another skill that should be there in a volunteer as by the help of this skill many
problems that the organization is facing can be resolved easily. Moreover, if the whole team
has this skill then many creative solutions of any problem can be taken out and the problem
can be resolved easily without any hindrance.
Good Communication
This skill is the most essential and it is one of the mandatory skills that need to be there in
every team member. Good communication helps a person to express their motives and ideas
in a fluent and efficient way. This provides the clarity of the thoughts and the ideas that an
individual poses and try to spread among other team members.
Consistency
This is another essential skill that a volunteer needs to have. If any member is very creative
and have many skills but the person is inconsistent then the skills that the person has will not
be able to use by the team properly and efficiently.
Responsiveness
This skill is related to social skill as it helps in enabling the individual to understand and get
the proper view of the other individual that lead to healthy bond and good understanding.
Analytical skills
The team members that have this analytical skill help the person to resolve one complex
problem into many sub-problems that helps in resolving the overall problem for the team.
Building relationships importance
For achieving any particular aim, the team and the efficient work of the team are essential
and is possible only when the team builds a healthy relationship. By the help of building the
relationships, it became easy for every individual that is present in the team to understand the
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perspective of other individuals. This helps in minimizing the conflicts and the work can be
completed successfully without any hindrance. Building relationships helps individuals to
trust each other. There are various techniques through which the team relationship can be
built:
Listen properly:
Listening to another person calmly helps in building the relationships as being a good
listener; another individual will feel comfortable in sharing and explaining himself or herself
properly through which all the issues that are faced can be resolved easily and efficiently.
Appreciate each other:
As every individual loves if someone appreciates them so if team members are performing
effective and good work then by appreciating, one can boost up the confidence of other team
members that will help in building relationships.
Accepting diversity:
In an organization, there is a different type of people with different nationalities, genders,
race, and color so it is beneficial for the team to accept all the diversity happily as it will help
in building the relationship with the members of the team.
Diverse Working environment importance
The team is successful when the overall team can work commutatively in a diverse
workgroup. A team can learn many things by learning in a diverse environment and they are
listed and explained here:
Outreach:
The team can develop many skills by working in a work environment that has diversity but
most importantly the team can develop and learn to get out the situations that previously
seemed to be very difficult (De Silva, (2017)).
Adaptability:
Adaptability can be enhanced by working in a diverse work environment as the team
members adapt different ideas and implement on their projects that help in improving their
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project quality as well as the efficiency. They learn new things and try to adapt them by other
teams and their way of working.
Modernization
Diversity also helps in providing different approaches and methods to resolve a problem that
enhances the problem-solving skill of the team as well. This help in providing team many
approaches through which problems can be resolved and the team can develop modernization
in ideas.
Challenges by working in a cross-cultural team
There are a few challenges that can be faced while working in a diverse workplace. They are
explained here:
Communication problems:
This is a major problem that can be faced by the team members as there are many individuals
that might have different languages and different perspectives according to their upbringings
so this can be one of the major challenges.
Performing changes:
This problem is again significant as if an individual tries to adapt some changes then it is not
necessary that other individual feels the same and comfortable in changes. So this may lead to
conflicts and can hamper the work of the team.
Handling diversities measures:
There can be many problems that might face in managing the diversities with the team
members and for handling it properly, training of every individual efficiently is important
otherwise consequences can be faced (Brinkley et al., (2017)).
Various methods through which this problem can be overcome:
 Try to promote more ingenuousness in the work environment.
 Regular surveys of the team members regarding their work surroundings.
 Try to organize activities that are based on team building and team cooperation.
 Try to train every member according to all the diversities that are present in the team.
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Code of Conduct
Culture & Attitude
 Team members can develop the nature of professional among the members and try to
hold fast on the culture of the work and organization.
 It is necessary to accept the individual from diverse caste and culture.
 Valuable feedbacks are expected for all the members of the team.
 It is essential that the efforts of every member of the team are recognized.
 Expertise field of every member should be known to every member.
 Every team members should respect other fellow members of the team.
 Bullying should be restricted.
 Try to listen to every member perception.
 Involve every member in the decisions that are taken for the team.
Communication & Decision Making
 The communication among the team members should be maintained properly.
 For every member, there must be an equal opportunity for taking decisions.
 It is expected from the team members that they complete their tasks punctually and
submit their work on provided deadlines.
 For the welfare of the team, it is recommended that take everyone ideas and
perception before making decisions and any major changes.
 It is expected that only constructive communication is discussed.
 After every change, it is essential to inform every team members.
 Solutions to any problem are welcomed by every team members.
 No absurd arguments will be entertained.
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Roles and Responsibilities
In the organization, there are no fixed responsibilities on one individual; every task may
rotate to other team members as well. A secretary, as well as a Chairperson, is assigned for
every meeting that will be conducted. For all the members of the team will get the chance and
this can be assigned by the help of nominations of every individual.
There are various roles and responsibility on the chairperson that is essential to fulfilling and
these responsibilities include that in every meeting it is the responsibility of the chairperson
to check that the meeting is related with some agenda that is related to the welfare of the
organization. It should be ensuring that the outcome of the meetings should be achieved
successfully. Also, all the members are getting involved in meetings with their point of view.
Secretary is responsible to announce the topics and to make notes of every topic. Also, he/she
is responsible to assign some limited time to speak so that the meeting cannot be dominated
by only one individual. Moreover, he/she is responsible to take responsibility for everyone
present in the meeting.
The strategy of team meeting
For organizing a proper meeting it is essential to the first plan and then executes as it will
save the resource and time. For a proper meeting, a strategy should be there that is given as:
Structure of meeting
The meeting can be done in any mode either in-person, by the help of video conferencing or
it can be hybrid as well it depends on the requirements of the meetings. It is obvious that
every meeting should have some agenda for the welfare of the organization. The topic of the
meeting should be decided and then communicate before the initialization of the meeting to
all the members of the team. The schedule for the meeting is that it will be conducted on
every Tuesday & Friday. The meeting that will be held on Friday includes the conclusion of
all work that is completed & posts it on the forum of the team.
There are various points that a meeting include and these are listed as:
 A proper agenda for the welfare of the organization.
 Meeting reviews that were organized earlier and their outcomes.
 Task allocations related to the plans that might have changed.
 Inform every person regarding the change.
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 Future path reviews and the changes that are important.
 The overall analysis of the performance of the team.
 Individual member performance analysis.
 Meeting evaluation.
Communication & Collaboration
Communication is an important key for the proper functioning of the organization as if any
organization adopts any measure then communication plays a role of proper channeling of the
measures to the members of the organization. Apart from the communication, the
collaboration also plays an essential role for a proper efficiency of project as well as a team
and to get a good output (Pieck, (2015)).
Handling Issues
Deadlines delay
It was mentioned above in the criteria of requirements that a person should able to meet the
deadlines and if one person is responsible then it will be the responsibility of the whole team
to make the work complete on the given deadline. As the work environment is collaborative
so the whole team will be responsible for the delay. If a single person is responsible and also
very frequently then he/she can be eliminated from the team or the organization.
Disobedience
If an individual is non-compliance then it will not be ignored by the company and some
major actions can be taken against the individual. If an issue is related to the authorities or
any individual then the case will try to be resolved at the time of meetings.
Absentees in meetings
In case, if any member of the team is not able to attend any meeting then it is his/her
responsibility to provide the prior information otherwise he/she will be considered as a
defaulter and he needs to provide proper justification of the absenteeism. As an apology, the
defaulter needs to give an apology in a written letter to every member of the team. Frequent
leaves in the meetings may lead to termination from the team.
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