What is a team charter? 5 important reasons why you should create it

Companies across industries, NGOs, and public institutions – all of them are searching for ways to make teamwork easier, more efficient, and more effective. They set communication rules that apply to all members, invest in the development of their employees’ interpersonal skills, or implement modern task and project management software (e.g. Firmbee). To ensure effective performance, they also reach for the so-called team charter. In today’s post, we will explain what it is, what elements it should include, and what benefits it can bring to your team. Read on.

What is a team charter?

A team charter is a document used for organizing and coordinating employees’ work. It can take various forms – a simple text in Microsoft Word, a spreadsheet in Excel, or a sheet created in a complex project management tool. It includes all the information about tasks that teammates are supposed to do, indicating each person’s responsibilities, the work schedule, and the available resources. It should be drawn up clearly and transparently. Also, it must updated as the work progresses to reflect the pace of activities or any changes in the schedule or requirements.

How to make a team charter?

The components of a team charter will depend on the needs of the specific organization, but most often it includes the following information:

• team’s name,
• objectives to be fulfilled,
• tasks to be done,
• deadlines,
• employees’ responsibilities,
• required resources (tools, software, funds),
• communication plan (meetings, communication tools),
• potential risks and corrective actions,
• key performance indicators (KPIs).

The benefits of creating a team charter

A team charter is a tool for planning and organizing individual activities – it allows you to clearly define when and how the assigned tasks will be done. However, this is not the only function this solution can offer. Its objectives also include:

• coordination – a well-drafted document helps everyone understand what is expected of them and what tasks need to be completed,
• assigning responsibilities – clearly defines who is responsible for each task, eliminating confusion and ambiguity that can sometimes lead to conflict or delays,
• monitoring progress – this document lets you monitor which tasks have already been completed and which are in progress. In this way, you can quickly identify potential bottlenecks that could delay your project,
• communication – this document can serve as a framework for both internal and external communication,
• risk management – may include information about the potential risks and corrective actions to take in case of emergency.

As you can see, there are several benefits that a team charter may bring to you and your colleagues. First and foremost, it improves work efficiency as it identifies goals, tasks, deadlines, and responsibilities. It also enhances communication within a team since it defines rules in the workplace. It also helps resolve potential conflicts and build a positive atmosphere, which translates into greater engagement and productivity.

Summary

One of the key elements of successful project management is undoubtedly creating a solid foundation for organizing and planning certain tasks. Although it might seem like a quite trivial solution, a well-crafted team charter has the potential to perfectly reflect the dynamics of the performed tasks and the relationships within a team.

For this very reason, it is constantly used as one of the tools to ensure that a project or task gives the expected results. It’s especially worth using when you spot communication problems within your team, coworkers don’t know what their responsibilities are, and when you have difficulty tracking their progress.

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