Operating+Agreement+Outline

To: Professor Barksdale From: Grade A Gals - Claire Duff - Krystle Owen - Meghan Martin - Virginia Fritz Date: April 1, 2011 Subject: Collaborative Memo

--> Primary purpose is to inform the reader. Should identify: -Audience (Dr. Barksdale) -Purpose (a written agreement that outlines how the group will work, the expectations of each individual group memebers and the sanctions) -Message (Rules and set schedules have to be followed inorder for the group to work efficiently and in a timely manner) -Persons
 * Introduction (This won't be stated in the paper, but just included for outline purposes)**
 * Note: We will work on this as a team once we get the other sections done.**

- “Eliminate passages of obvious rhetorical objectivity”. (Group Work and Collaborative Writing, pg. 16)

State roles for Group Leader and Recorder Position: State the responsibilities of the group leader and Recorder.
 * Coordination **
 * Meghan Martin – Group Leader
 * Claire Duff-Recorder

- *One evening or morning each week (whenever is most convenient for everyone) we could meet online and maybe once or twice in the library and have a set time (10-30 minutes) that we should all be working on the assignment, asking questions, and feeding off of one another’s ideas. Also, we could make it a requirement for everyone to post their progress on this assignment each remaining Thursday until it is due. -If a member cannot attend a scheduled meeting, they should give a 1-2 day notice to the reason why they can not attend.
 * Meetings **
 * Explain that meetings are used primarily to define, initiate, and control the tasks that members will undertake between meetings. (Each meeting define problems, set objectives, evaluate ending goal).
 * All members should come to meetings fully prepared.
 * Tell Prof. Barksdale how we are going to have our meetings. (ex. in person, online, email chat, etc.)
 * Tell her how we decide when our meeting times will be.


 * Communication **

Communication is more essential for virtual teams then on campus classes in order to work efficiently and in a timely manner. Communication is one of the primary responsibilities for each individual group member and each will be held accountable for. Good communication practices will allow each individual member know the progress of the assignment because the entire group’s work reflects on them. Since a designated class time is not assigned to distance education class, we must set aside an ideal time range of when we are available to be contacted and discuss the progress of the assignment.

In our group, our best means of communication are by email, phone, wikispace and chatting. Most of us have different schedules so it is very difficult to meet in-person for every meeting. Email seems to be the communication channel of choice for everyone; however, cell phones should be the choice in situations that require an immediate response. For example, if a group member is unable to submit their part of the project on time, or if they will have to miss a meeting, etc. Each group member is responsible for checking in frequently with other group members. Email will also be used to give ideas and help other members with their part of the assignment if needed. We are a team and if a group member has a question or problem, they should not feel like they are working on an issue alone. They should contact their other teammates immediately when a problem arises.

Also, group members are responsible for responding to emails within 24 hours even if just to let the sender know that they got their message. Assignments are due in a specified amount of time so each group member has a tight schedule to keep. If emails are responded to on a timely basis, the assignments will be finished without confusion and in a timely manner.


 * Decision Making **


 * Tell Prof. Barksdale how we are going to make decisions as a team. (ex. voting, etc.)
 * Voting: Decisions should be unanimous. "No group decisions made without a consensus, and all members must work toward consensus." After each group member actively participates in brainstorming ideas and developing solutions, the best direction should identify itself. "Discussion and negotiation must be cooperative rather than competitive". (pg. 13, Group Work and collaborative Writing).
 * Each member should report information/progress to group. The group as a whole should evaluate the quality of information. We as a group can then decide if further information is needed through discussion.

**Sanctions** We as a team need to be understanding of our group members, and there different schedules. However, there needs to be a point where turning in late work and being late to group meetings is not tolerated. In order to create a stable, consistent environment for the team as a whole, we have set a few rules in place in the case of a group member not following our Operating Agreement. In many of the instances below, and as stated in "Group Work and Collaborative Writing", we will "write a collective letter to the instructor reporting the non-contributions of individual members" if the problem gets to the point where we need to contact Professor Barksdale. Professor Barksdale will be contacted as a last resort if any of these instances occur: In the instance of any of the above three problems, the group member will be confronted with the issue the rest of the group is having. The group member has 24 hours to respond to the group with the reason why they are having trouble following the Operating Agreement. The group member then has time to improve on their performance. As stated above, Professor Barksdale will then be contacted if the problem happens 2 more times.
 * 1) Group member is late to a meeting or doesn't show up at all
 * 2) Group member doesn't turn in their work on the dates and times specified
 * 3) Group member does not respond to emails/phone calls within 24 hours

We will work on this as a team once we have the other sections done. Have a good closing that summarizes the entirety and purpose of the memo.
 * Closing **