Download Developing and Maintaining Effective Working Relationships

DEVELOPING AND
MAINTAINING
EFFECTIVE WORKING
RELATIONSHIPS
IOWA LEAGUE OF CITIES
SEPTEMBER 24, 2015
FORMAT
• Review some basic
concepts (sit back &
enjoy)
• Quiz – 20 Questions audience interaction
BASIC PREMISE #1
Effective policy
development and
implementation require
teamwork.
BASIC PREMISE #2
The interaction and
effectiveness of the team
will ultimately determine
whether the city will or will
not be able to achieve its
goals.
THE TEAM CONCEPT
IN A CITY SETTING
Teamwork = functioning cohesively
as a group
The goal: elected officials and staff
working together to achieve
common objectives
KEY ELEMENTS
A shared direction and set of
goals
Clear roles and responsibilities
Effective processes and methods
Agreement to the basic rules of
the game
Open communications (two-way)
KEY ELEMENTS
Element 1: Team Goals and Direction
Goals are what the city team is
striving for.
STRATEGIES TO ENHANCE
EFFECTIVENESS
Develop and approve goals and
priorities:
• Short-term: Council goal setting
• Develop Action Plan
• Longer-term: Strategic planning
• Other key plans
STRATEGIES TO ENHANCE
EFFECTIVENESS
Communicate goals and
priorities:
•
Staff
•
Boards and Commissions
•
Public
•
Stakeholders, other local
governments
•
New team members
STRATEGIES TO ENHANCE
EFFECTIVENESS
Connect goals and priorities with
policy-making, decision-making:
• Budget
• CIP
• Annual Work Programs
• Performance evaluations
Periodically review and monitor
KEY ELEMENTS
Element 2: Team Member Roles and
Responsibilities
For effective teamwork, roles and
responsibilities need to be distributed
and understood among team
members.
TEAM MEMBER ROLES
AND RESPONSIBILITIES
Mayor
City Council
City Administrator
Department Heads
Boards and Commissions
Committees, Task Forces
ROLES AND
RESPONSIBILITIES
All team members:
Understand and make clear the
relationship between the Mayor –
Council – City Adm. – Staff
Act in accordance with defined roles
KEY ELEMENTS
Element 3: Develop and use effective
processes for handling common issues
PROCESSES
Agenda development
Information flow and meeting
packets
Goal and policy implementation
review
Program, project and financial
monitoring and reports
Council orientation
PROCESSES
Complaint handling
Chain-of-Command; making requests
and giving direction to staff
Intergovernmental relations
Negotiations
Purchasing
Others
KEY ELEMENTS
Element 4: Understand and follow
team norms/”rules of the game”
TEAM NORMS/RULES
OF THE GAME
Comply with legal requirements
• Open Meetings Law
• Public Records Law
• Gift Law
• Conflict-of-Interest Law
• Local Policies
Practice integrity and behave ethically
TEAM NORMS/RULES
OF THE GAME
• Support decisions unanimously –
regardless of your own
views/votes
• Show respect, civility – elected,
staff, public
• Respect the process – agree on
the way decisions are made
• Participate with commitment
TEAM NORMS/ RULES OF THE
GAME
Chain-of-command
Confidentiality
Council orientation
Periodically discuss & review
KEY ELEMENTS
Element 5: Open two-way
communications
EXPECTATIONS/
PROCESSES
Share information – when, what?
Equal information to all members
Identify relevant info needed
Role of staff – staff
recommendations
Council questions – try to ask for
information before the meeting
20 QUESTIONS
How effective is your organization in
developing and maintaining
effective working relationships?
1. Does your council set clear goals
and priorities for the year ahead?
2. If council sets goals and
priorities, do they clearly
communicate them to staff,
boards/commissions, stakeholders,
the public?
3. If council sets goals and
priorities, do they regularly review
the status of implementing goals?
4. Does your council give adequate
consideration to staff
recommendations?
5. Does your council give adequate
consideration to recommendations
from boards, commissions,
committees, task forces?
6. Does your council have
procedures for involving the
community in key projects and
activities?
7. Do all council members carefully
review council materials before
meetings?
8. Do all council members have the
same information on important
issues?
9. Once council makes a decision,
do they all work together – with
staff - to see that it is accepted and
carried out?
10. Do mayor/council treat each
other with mutual respect and
courtesy?
11. Do the elected officials and staff
treat each other with mutual
respect and courtesy?
12. Are elected officials and staff
consistently able to hold
confidential items to themselves?
13. Does your council receive
regular reports regarding city
projects and activities?
14. Are ethical standards well
understood and followed
throughout the organization –
elected officials and staff?
15. Does your city have a standard
process for handling citizen
requests and complaints?
16. Do your mayor/council clearly
understand the city’s financial
condition and make sound
budgetary decisions?
17. Does your council avoid
unbudgeted appropriations?
18. Does your city have an updated
CIP, equipment & asset replacement
plan?
19. Do elected officials and staff
attend training programs?
20. Is there an orientation process
for newly elected officials?
CONTACT
INFORMATION
Jeff Schott
Institute of Public Affairs
The University of Iowa
319-335-4520
[email protected]