Team Charter for DRR
Department
A Document of “Go Team”
Islamic Relief Worldwide - Bangladesh
[February, 2011]

1. Background of the meeting:
Since people in the departmental team usually have their assigned roles and tasks. It is
important for such team to get out of routine assigned work and get to perform like a unit
working for a common goal. There is also need to find solutions and innovative ways of doing
things at a designated place which will increase the affiliation and empowerment level of all the
individuals in such teams. Therefore, disaster risk reduction programme team decided to
arrange a half day session to brainstorm on how teamwork can be improved with in disaster risk
reduction programme. The idea was to create an environment to work together and formulate
teamwork strategy to address all the basic desires of the individuals working within programme.
2. Objective of the team:
 To strengthen the work by defining roles and responsibilities of individual team members
and monitor work progress.
 To create a culture of learning for specialized and innovative performances.
 To increase the empowerment level by recognizing work of individual in a team setting.
3. Team process Management:
3.1 Team members:
Initially this team has been consisted of 4 members. They are:
1. Syed Shahnawaz Ali- Program Management.
2. Shah Muntamin Mujtaba- Monitoring, Evaluation and Research.
3. Ch. Md. Khalid Hussain Ershad-Program Officer
4. Simon Rahman-Media & Publications.
5. Sabiha Yeasmin Rosy-Process Documentation.
3.2 Existing skills, development needs and ways to improve team members:
All the team members have participated in a meeting to find out the strengths and development
needs of the team to make the team more efficient to get the goal. This attempt has been taken
to measure the necessity and provide the facility to each member to develop self and implement
the knowledge to attain the team’s objective and enrich the team. Some major traits have been
discussed and according to this team members have identified the existing skills and
development needs for team and individuals. Following this, team members have finalized some
suggestions to improve team member’s quality and make the team stronger in objective
oriented activities. (Please see Annex 1 – Analysis of Strength and Developmental needs.
Major traits, existing skills, development needs and ways to improve have been identified).
3.3 Security and confidentiality:
It is agreed to keep certain discussions and proceedings of the team meetings confidential
based on the facts and circumstances while being careful not to withhold information necessary
for the organization. All important organizational and programme files will be placed in a
common folder with security password which will only be circulated among the team members.

3.4 Desires of the team:
3.5 Methods of gaining objective:
 Increase the level of communication within the team through various means. Agreed
mode are meetings, and electronic and phone messages.
 Go team will hold regular team meetings titled as “Go Baithak”. To start things with,
meetings will repeat after every 15 days period and schedule for three months will be
decided in advance for everyone to prepare monthly calendar accordingly.
 Other day to day meetings can be called on need basis by any of the team member
through designated communication mechanisms.
 Information sharing channels to be developed and kept in usage. All the important
documents and materials will be kept at a central shared folder allowing access to all.
 Department work plan with agreed objectives will be agreed in the team meetings which
will provide the basis for individual work plans. Individual and team performance will be
assessment based on the successful accomplishment of the identified objectives in
these work plans.
3.6 Constraints and Assumptions:
Constraints & Assumptions Mitigation of Constraints and
Assumptions
 Conflict with each other’s view: It
cannot be claimed that always the
team members will support each
other’s view. This can lead to cold
clash in a team and destroy the
 Every team member to focus on individual
skills and experience to prevent any such
situation. All important issues should be
recognized and efforts to be required to
consensus.

positive attachment of each other.
 More dependency on others: Team
members can start depending on other
if continuously getting extra support
and flexibility from other’s which will
ultimately restrict the individual
development.
 A healthy team environment will be promoted
by leadership where self organizing to play an
important role is the successful achievement
of the assigned tasks.
 Interfering on other’s work:
Interference to others work can be
happened to show self wisdom which
hampers the creativity of individuals
and he/she will not think independently.
 Working environment with freedom to perform
identified tasks to be promoted.
 Proper feedback mechanisms need to be in
place to help achieve things properly and team
review meetings can be an ideal arrangement
of Go team.
 Biasness to one team member: it is a
common problem which destroys the
team spirit and willingness to work.
Gradually special attention to one team
member can be found which must not
be appreciated and team members can
be aware of this.
 Sense of neutrality to treat everyone alike to
be realized as important individual skill.
 Develop self esteem so that no one can raise
question about integrity.
 Less response to give feedback:
showing business or other problems
giving no feedback hampers team’s
work potential and individuals cannot
finish the work under deadline.
 Team members must be responsible to both
own duty and team work. Team work must be
given importance as individual achievement
will reflect on the overall team performance
and vice versa.
 Hiding own work: this habit can spoil
the team’s objective. Hiding own work
from others can be happened to gain
the flexibility of work and not to be
accountable to anyone.
 Develop the sensitivity and avoid complexity to
share work with others and be responsible to
take the feedback to make the work standard.
 Not giving appraisal to each others:
it is a very bad habit to not praise
others because of jealousy which
creates distance among individuals
and abolishes mutual respect.
 Understand the contribution of other members
in your individual success and develop strong
emotional connection.
 Personal problem/Depression: This
is a very common thing which can
happen to anyone anytime and
hampers the work progress.
 Environment where staff member’s personal
challenges and limitations are respected and
taken care of will be promoted.
 Individual members also are encouraged to
accept and promote team as a family and
share their difficult times.

4. Empowerment in the team:
4.1 Authority:
Everybody will be treated equally and no single person will be given extra benefits or power.
Professional relationship of senior-junior will not be promoted in the team. Beyond the
professional relation, there will be a connection of emotion and positive attitude towards other,
which only can be achieved when the authority is equally shared.
4.2 Team shared accountability and transparency:
There must be accountability and transparency among the team members about work and
problem in a healthy environment. It will enhance the cooperation and increase the skill of work.
When the members are honest in thinking and actions, it reflects in the overall achievement of a
team.
4.3 Leadership transition:
Team leader will allow the transition by providing opportunity to other team members to lead the
meeting. The mechanism of transition will be on a rotational basis. This is to ensure equal
participation in all activities and equal understanding about responsibility. It will help to enhance
all team members’ efficiency and positive spirit to contribute in all activities.
4.4 Freedom of expressing opinion:
Each team member has the right to express his/her opinion. No other member can restrict that
person to present own view and it ensures the peer learning.
5. Ground Rules and responsibilities:
 Aim for the group success, individual contribution to be recognized when good work is
being done.
 Help other colleagues to promote shared knowledge and experience.
 Demonstrate increased level of responsibility and commitment within your work.
 Meeting facilitators will be changed on rotational basis.
 Meetings to continue on regular basis as per agreed meeting chart.
 Full participation is expected and any absence to be informed in advance.
 Open discussion to identify innovative solutions for any problems and challenges that
team may face.
 All the electronic information to be kept in a shared resources base at the server.
 Member will respect the different specialization areas and role of each member.
 Effectiveness of the team will be assessed at the beginning of every meeting in relation
to agreed objectives for the period and of working together.

6. Expected communications
 Team member will write the meeting minutes rotationally and distribute to other
members.
 Verbal communication about the operations on a need basis.
 Updates of reports can be consulted verbally on a need basis.
 Communication through email on a regular basis.
 Telephonic conversation to help each other for preparing assigned tasks or share the
information to update reports.
7. Available and needed resources:
 Space and time allocation for team meetings and training.
 Budgetary resources as needed.
 Stationeries are required (please see Annex 2 – List of materials required for Go
Baithak).
8. Personal Skills needed in each member:
 Interpersonal communication skills.
 Desire to achieve excellence; dedicated and motivated.
 Ability to support and promote change.
 Ability to see opportunities, think creatively and move quickly.
 High energy.
 Positive attitude.
 Presentation skills.
 Ability to coach and be coached.
 Trustworthy, can maintain confidentiality.
 Abstract thinking and problem-solving skills.
 Presentation skills.
 Analytical skills.
 Computer ability.
 Ability to lead groups.
9. Dos and Don’ts
 Team members should always go into each meeting with a positive attitude and a
willingness to accept others opinions and decisions.
 Team members will respect each other.
 Team members will be expected to attend class with the same positive attitude
anticipated at all meetings and should be willing to give 100% each day.
 Value each other.
 Lending help whenever is needed.
 Praise others effort.
 No bragging
 Team members will not blame each others.
 Team members will not be isolated and communicate with each other.
 Team members will try to fix up any problem.
 Team members will transfer enthusiasm.

10. Assessment of Team work:
We will assess the team’s effectiveness at working together and achievement at the end of the
meeting. We will review our work plan and find out the improvement and if needed will adjust
the activities with the next plan. Team will conduct cross evaluation of the individual’s work and
develop understanding to measure the achievement of objective. Some indicators have been
sorted out to assess the team’s effectiveness. These are:
 Completion of work under deadline.
 Conflict management.
 Equal development opportunities for all.
 Feedback to all.
 Help each other/support.
 Proper recognition.
 Levels of team trust.
 Accountability.
 Creativity.
 Team commitment.
 Cohesion in team.
 Participation in decision making.
11. Review and updating of charter:
There will be scope to review and update the charter according to the needs of time being. New
sections can be added and old sections can be removed if the team members can justify the
reason properly. In case of doing that until all team members consents have been taken, no
inclusion or exclusion can be done.
12. Team Roles Structure:
Role Designated Person
Team Leader Syed Shahnawaz Ali, Programme Manager
Facilitator To be decided on rotational basis
Time keeper To be decided on rotational basis
Note taker To be decided on rotational basis
Logistics Simon Rahman will take care of all logistics arrangements
for each meeting and will inform relevant department well in
advance
Process monitor Javed Ameer, Head of Programme will go thjrough the be
invited as process monitor on need basis

13. Team Members Signature:
Team members of the (Go team) participated in the preparation of this charter, understand its contents,
approve the charter as their team’s charter and operating plan, and agree to be held mutually
accountable for adherence to the charter. Evidence of agreement is reflected by each team member’s
signature affixed below.
Team Name: Go Team
______________________________________
Team Leader
Syed Shahnawaz Ali
Program Management
______________________________________
Team Member
Shah Muntamin Mujtaba
Monitoring, Evaluation and Research
______________________________________
Team Member
Ch. Md. Khalid Hussain Ershad
Implementation
______________________________________
Team Member
Simon Rahman
Media & Publications
_____________________________________
Team Member
Sabiha Yeasmin Rosy
Process Documentation

14. Approval section:
The GO team has received the charter and reviewed it. It has been approved as submitted.
Team Name: Go Team
Date of Submission of Charter to the Team: February 8, 2011
Date of approval of the Charter as submitted: ______________
________________________________________________ _______________
Date
Team Leader
Syed Shahnawaz Ali
Programme Manager
Program Management

Annex 1: Analysis of Strengths and Developmental Needs
Major Traits Existing Skills Development Needs Ways to Improve
Research skills to identify problem areas and lead
to a well accepted solution.
Good Reporting (reporting case studies, process
documentation, concept note, proposals) so that it
reflects the activities of the team as well as project.
Facilitation skill to lead any training session.
Coordination capacities to manage activities of
maintaining relationship with other stake holders,
connecting to community volunteers, getting
connected with field staffs and aware of update
activities.
Advocacy/campaign quality to make other
concern about project activity.
Knowledge of CBDRM (Community Based
Disaster Risk Management) to respond to disaster
risk reduction related activities.
Monitoring and evaluation quality to find out
project activity progress, result and prescribe
solution according to the needs.
Up-to-date Publication on each activity.
Knowledge on Partnership approach to spread
activities and get sponsorship.
Media linkage to reach all people and make
activities popular.
Motivation skills (self motivation) to inspire others
to achieve good habit and increase capacity of
work.
Proper Logistics to run team activities.
Information sharing with all to inform about work
progress and achievement.
Technical resource (civil engineering, livelihood
specialist, programme management) to get special
support.
Reporting skill is
good in this team.
Publication is up-to-
date.
Logistics are
managed properly.
Research skill is
good according to
team member’s
quality.
Facilitation skills need to
be improved.
Coordination capacity
must be built.
Advocacy/campaign
ability must be raised.
Knowledge of CBDRM
must be improved.
Motivation skills need to
achieve.
Technical resources
must make available.
Monitoring and
evaluation need to be
increased.
Programme management
capacity need to build.
Media linkage must be
developed.
Information sharing scope
and processes need to be
decided.
Reporting capacity is good
but must be better.
Trainings must be provided on-
 Facilitation skills,
 Advocacy and campaign,
 Monitoring and evaluation,
 Programme management.
Bring /hire technical resource-
(Seek support from IR Area Office).
Hire a person on programme
management (who has earlier
experience on partnership
management)
Building linkages with media
people by visiting their office,
inviting in our seminars, workshops
and building connection for better
involvement.
Sharing of activities in orientation
session and upload activities in IR
Headquarters website and
DIPECHO website and use shared
folder for easiness in access to
information.
Publishing story teller on DRR
twice a year by collecting from all
programmes of IR.
Prepare format to write case
studies every month.
Develop interpersonal
communication to create
relationship beyond
professionalism and on a need
basis meet with others in weekend.

Annex 2:
List of Logistics Items for DRR Department team meeting
(Quantity of Items below is to be considered for one meeting)
Sl. Item Quantity Remarks
1. Flipchart 01 For one meeting.
2. Permanent Marker 05 For one meeting.
3. White-board Marker 02 For one meeting.
4. Laser Pointer (for presentation) 01 To be used for all meetings.
5. Tape 01 For one meeting.
6. Stapler with Pin 01 For one meeting.
7. Scissors 01 To be used for all meetings.
8. Multimedia 01 To be collected from Admin
Dept.
9. Digital Camera 01 If necessary.
10. Duster 01 To be used for all meetings.
11. Pen 01 each Participants will bring their own.
12. Notebook 01 each Participants will bring their own.
13. Large portable suitcase 01 For keeping all logistics items.