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Barriers Team Meeting notes 4/14/02 <br /> 9:30 —11:30 <br /> Issue: The facilitator (Roland) informed the Barrier team that the AFSCME contract has <br /> a clause, which might be relevant to the Towery project. The contract states that <br /> when teams are formed to address service improvement efforts they should <br /> include a represented employee. Roland said that He should have informed the <br /> lead group about this issue when the subgroups were formed a couple of weeks <br /> ago. <br /> Decision: <br /> The team decided not to add another person to the team because the main <br /> purpose of the team is to identify and prioritize issues. If teams are formed as a <br /> result of this process, then the newly formed teams should include at least one <br /> represented employee. <br /> The team reviewed the process <br /> Review of the process steps: <br /> Meeting 1 review the purpose and boundaries <br /> Meeting 2 — Brainstorm issues <br /> Meeting 3 Apri1l8— Continue to brainstorm issues and group them. <br /> Meeting 4 April 22— Prioritize and begin problem solving <br /> Meeting 5 May 02 — Continue to problem solve and wrap up process <br /> The team brainstormed the following issues: <br /> -The level of specialization inhibits communication <br /> - Individuals often have a very narrow work focus of scope of work, which can lead to <br /> communication problems <br /> - Narrow definition of responsibilities creates gaps in work because a person might not <br /> be willing to on additional responsibilities. <br /> - Issues get bounced around between people be question or request is not related to <br /> work area or specialization. i.e., call comes in -› sent to Parks Planning - they <br /> determine issue is not related to planning- issue gets rerouted to initial contact or <br /> another division. <br /> - Lack of understanding of individuals roles and responsibilities. <br /> - e -mail asking for clarity of issue or assistance may be sent to many people and author <br /> may get several different responses or non at all because recipients might think that <br /> someone else will respond to request. <br /> - Work load issues get in the way because a project in one division may drive workload. <br /> - e -mail communication limits personal contact opportunities and may get overused. <br />