Using E-mail to support the Community Culture - Marthoma.com

By using e-mail effectively, you can facilitate team building in your organization. You can use e-mail to encourage individual and group productivity, support an active exchange among team members, contribute to the development of group cohesion, and encourage the team to resolve conflict in a positive way.
Teams progress through four phases of development - forming, storming, norming, and performing. As they move through these phases, teams establish goals, define roles, develop open and honest communication, build mutual trust, create new ideas, and learn to take risks. As explained below, you can use e-mail to help teams move through the four phases of development and acquire the skills they need.

The forming phase
The forming phase of team development is an orientation period. Team members get to know each other and become familiar with the task. The team preserves formalities and avoids controversy.

In the forming phase, the most important task is to establish common goals. Your e-mail messages should support an active exchange related to team goals. You need to solicit input from other team members, and you should acknowledge their ideas.

The storming phase
Conflict characterizes the storming phase. Individuals have to mold their attitudes to suit the team. There is often competition and hostility between team members. The uneasiness of storming causes some people to withdraw from team activities while others try to dominate the decision making. To progress to the next phase, team members need to listen to each other with open minds.

In this phase, you can use e-mail to encourage the team to resolve conflicts in a positive way. When using e-mail, maintain respect for individual team members. You should always be civil and use appropriate, professional language in e-mail messages. Never mock, belittle, or accuse other team members in e-mail messages. In addition, you should restate the original concern when replying to e-mail messages. This eliminates misunderstandings and confirms that everyone is referring to the same issue.

The norming phase
The norming phase of team development focuses on cohesion. Members are willing to change their ideas for the benefit of the team. There is shared leadership and a real sense of belonging. Team members actively acknowledge all contributions to the group.

In the norming phase of development, you should use e-mail to contribute to the development of group cohesion. A continuous flow of relevant information between all members of the team is the most effective way to create group cohesion. Think about ways to use e-mail to facilitate a sense of belonging.

In your e-mail messages, you should acknowledge your colleagues'
contributions to the project and solicit feedback from the team about your work. This demonstrates that you value their individual skills and opinions.

The performing phase
There is more to an effective team than cohesion and a sense of belonging. Although the first three phases of team development lay the foundation for a good team, it is in the performing phase that the group produces measurable results. You need to encourage individual and group productivity to ensure that the team remains in the performing phase. You can use e-mail to
accomplish this task.

The performing phase of team development is characterized by unity. Group morale is high and loyalty is intense. Members actively support and encourage one another. There is an open and trusting atmosphere with emphasis on achievement.

In your e-mail messages, you need to reinforce how each member's
accomplishments help the team reach its final goal. By recognizing the team's progress, you acknowledge the value of everyone's part in the team. You also should encourage team members to stay focused on the task.

Remember, you can use e-mail messages to support team building. In each phase of team development, your messages should promote a positive relationship between all team members. .

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