Dear all,

In my last message, the last sentence should have read "to report back by" instead of "for attending". I've changed this below:

"The ongoing task we have now been set will need input from each and every one of you (please aim to report back by Thursday evening 9 March)."

Below I have listed those people who have participated in the 'clean-up' process. They have submitted a self-assessment and committed to working on the areas that they had stated needed improvement:

Adelaide - David W.
Brisbane - Shirley J.
Cairns - Sioux F./Paula M./Sue J.
Canberra - Jenny G.
Gold Coast - Anita G.
Hobart - Jeffrey V./Karen D.y
Ipswich - Astrid T.
Melbourne - Deborah P./Sam Z.
NSW Central Coast - Cheryl W.
NSW Northern - Julianne L.
Perth - Brian G.
Sunshine Coast - Judith N.
Sydney - Anjalini V./Mona K.

The Local Information Contact was then to take this 'clean-up' process back to members of their local Information teams in a similar way:
- self-assessment
- statement to identify areas needing improvement
- commitment to follow this improvement through.

The following have since stepped forward to also participate in the Information team, either taking on a different Info role, or coming in fresh:
Brisbane - April C.
NSW Northern - Gail M.
Sydney - Garry S.

Also:
Hobart - Karen is acting LIC until a replacement is found.
Sydney - Mona is going oversees and is in the process of handing her role on to Anji.

From now on, I will need to ask that only every LOCAL INFORMATION CONTACT, as listed below, report back to me on behalf of their entire local Information team. This will help me to deal with just one person from each centre.

The Local Information Contacts (LICs) are:

Adelaide - David W.
Brisbane - Shirley J.
Cairns - Sioux F.
Canberra - Jenny G.
Gold Coast - Anita G.
Hobart - Karen D. (until replacement)
Ipswich - Astrid T.
Melbourne - Deborah P.
NSW Central Coast - Cheryl W.
NSW Northern - Gail M.
Perth - Brian G. (acting for Jenny)
Sunshine Coast - Judith N.
Sydney - Anjalini V.

I would like all of the above LICs to participate in this next stage of the 'clean-up' process, set out on the following pages. Please feedback comments asap. If no comments, please send your commitment to the following Information Report in writing by Thursday 9 March.

Many thanks,
Jenny

Dear Local Information Contacts,

In order to keep the 'clean-up' on track, we've been asked to submit a report based on the following questions, by Friday 10 March:

What percentage of team members have self-assessed?
What roles are vacant? What is your deadline for filling these positions?
Have team members prepared clearly defined role briefs?
Has the team defined goals for the next 6 months?
Has the team adopted the code of conduct? If not then what set of agreements will be used?
Has the team defined a method of accountability for team performance that M requires?
By what date will your team be fully operational?
Is there anything else that remains unfinished in the regrouping process?

Because I work on Friday, we'll need to work on this on Wednesday and submit a report that we all agree on by the end of Thursday. Then with the time I have spare on Friday I'll check that this has been covered and post it off.

It is very important to take this 'clean-up' seriously. This is happening internationally, and it is going to effect the way M is able to move forward. We must remember he has expressed disappointment at being held back.

Can we make a difference? Yes, and the above process is part of us learning to work as a team, and developing the trust that is needed to do so. A very functional, clear and committed team, skilled and able to respond within our area of "Information", is needed.

We, the Information team, now need to define how we are going to achieve the best and maximum level of performance.

To get the ball rolling, I've posted a response to all of the above questions. To do this, I've firstly itemised the "Information Report - March 2000". A lot of these points were taken from suggestions from other Area Managers that are already in place and effective.

As previously stated, once reading through the following pages, if you would like to comment, please do so BRIEFLY and asap.

Otherwise, please commit in writing to accepting the "Information Report - March 2000" by Thursday 9 March.

INFORMATION REPORT - MARCH 2000.

Firstly, I have copied the following Elan Vital Code of Conduct as part of what our Information team can commit to adopting:

Code of Conduct

Responsibility
The acceptance of any role within the EV team structure brings with it the responsibility to apply this code of conduct in all your operations and your dealings with other team members. You are personally accountable for your actions and your results. A passion to achieve quality results is essential.

Understanding of your role The first step in being able to meet your responsibilities is to understand them. We undertake to get a clear brief on what our role or task entails.

Resources
We are responsible for ensuring before accepting any role or task that we have identified the resources (including skills, time, ability to travel, communication tools etc.) required to fulfil our brief and that we have them.

Communication
We are responsible to establish and maintain good quality, concise communication with all appropriate team members. This will include:
a) Respecting confidentiality
b) Being readily contactable (usually by email and phone) and when temporarily unavailable, making appropriate arrangements to cover any gaps, including letting others in our team know.

Respect We undertake to treat each other with respect and behave in an ethical way.

Team Membership We have been asked to function in a team environment, to build effective teams and to foster and protect the team environment. We are responsible to be team-players at all times and to encourage and stimulate others to work as a team. We do not accept passive involvement, nor the placing of personal goals ahead of the team accomplishing its task. We are responsible for ensuring we have delegated where appropriate and always have adequate backup so that we do not become indispensable.

Accountability
As part of a team, we are personally responsible that we and our team meet agreed deadlines, standards and results, without seeking excuses.

Training and development
We are committed to continued growth and improvement for our team, and ourselves and to being well trained to undertake our role.

Performance review
In order to make our code of conduct real, we agree to set and follow an active system of performance review, with real consequences for "non-performance'. We will offer feedback and help each other to evaluate our performance. If we feel we are not the best person for the job, we will resign to make way for the person who is.

Following on are further headings that the Information team can commit to:

MISSION STATEMENT
- to be ready as one national Information team to respond to providing accurate and timely information.

ROLE BRIEFS
- to fully understand and partake in the role that I have committed to fulfil, to the best standard and maximum level of performance that is required when participating in M's vision.

ACTION PLAN
- to be ready to respond to a proposed or confirmed event at short notice
- to fully understand how all areas of Information are linked
- to synchronise with other teams
- to create and follow a gameplan for your role
- to review gameplan every 3 months
- to self-assess every 3 months
- to submit a brief report to NIC every 3 months (1 June, 1 September, 1 December 2000)

GAMEPLAN
- to itemise tasks within your role
- to set deadlines to achieve each task (be it on a daily, weekly, monthly, quarterly, half-yearly or annual basis)
- to be aware of which other areas are involved so as to fulfil these tasks

REPORT
- to provide brief self-assessment
- to state achievements in your role
- to state what still needs to be attended to and state date you aim to achieve this by
- to state ongoing plans/goals for next 3 month period

COMMUNICATION
- to communicate honestly, in a timely manner and concisely
- to offer access to First Class and the Aus Information conference box to every team member
- to commit to reading First Class Mailbox and Aus Information conference box daily. If not able to do so, to notify the team of your absence via the Aus Information cb, and provide name of person who will take your place during your absence.
- to agree upon protocols of communication
- for an established local team to assist smaller centres as the need arises

Protocols of Communcation:
- communication can be in the form of questions, comments or proposals
- if submitting a proposal, ask for any objections by a certain time/date
- if no objections are received by that time/date, the proposal is passed
- if objections are received, communication may need to take place until such time that the same or an amended proposal can be resubmitted, again with another set date for any objections
- same process, if no objections, the proposal is passed
- silence before the set time/date is thus recognised as agreeance. There is no need to state "I agree"

METHOD OF ACCOUNTABILITY
- as stated in the Elan Vital Code of Conduct

Following is the response to the questions that I have been asked to submit on behalf of the Information team by Friday 10 March:

QUESTIONS
What percentage of team members have self-assessed?
There are eight different roles within the Information area - I have dealt directly with each Local Information Contact, who oversees these different roles. 100% of current LICs have self-assessed.

In Northern NSW, there is a newly appointed LIC who had self-assessed in another area. She has committed to support the Information area. In Hobart, someone to fill the role of LIC is not confirmed, but the person overseeing this area presently submitted a self-assessment.

What roles are vacant? What is your deadline for filling these positions?

Hobart - LIC
Sydney - LIC assistant

Have team members prepared clearly defined role briefs?

Each team member has been supplied with updated Information Role Briefs, one for each of the eight areas that Information covers. Each team member will formulate a gameplan by the end of the month to help them identify the tasks and deadlines needed within their role.

Has the team defined goals for the next 6 months?

Our Action Plan defines goals. Reviews have been asked for each 3 months.

Has the team adopted the code of conduct? If not then what set of agreements will be used?

The Elan Vital Code of Conduct has been adopted by the Information team involved in this clean-up process. They will in turn take this back to other members of the local Information team with whom they work.

Has the team defined a method of accountability for team performance that M requires?

Yes, as stated in the Elan Vital Code of Conduct.

By what date will your team be fully operational?

As from midnight Friday 10 March the team will have committed to our "Information Report - March 2000".

Is there anything else that remains unfinished in the regrouping process?

- Work on all areas that have been stated as needing improvement will continue.
- Roles that are vacant will need to be filled.
- Other team members within local Information teams will need to be updated with the "Information Report - March 2000" by Local Information Contacts.