1.11: Forming Teams for the Practicum

Forming Teams for the Practicum

Why It Matters—and How to Do It Right

Why We Start with Teams

In the real world, no outsourcing project is executed alone. Success depends on collaboration—across roles, departments, geographies, and even cultures. That’s why this practicum begins by organizing learners into small, functional teams.

Your team will be your operating unit throughout the practicum. Together, you’ll tackle strategic decisions, prepare professional deliverables, and simulate the dynamics of real-life outsourcing project teams.

Just like a vendor team inside a real company, your group will work under pressure, manage ambiguity, and rely on each other to meet shared goals. Your outputs will be reviewed and evaluated, and your ability to work as a team will shape not only your grade—but your learning experience.

Your Team’s First Mission: Launch and Alignment

Before diving into Milestone 1, you’ll meet briefly in a breakout room to complete your Team Launch Activity. Treat this as your onboarding. Every successful project begins with clear roles, mutual expectations, and operational structure.

Your Breakout Task:

• Establish your team name
• Assign initial roles (Project Manager, Communicator, etc.)
• Nominate a Google Drive Administrator
• Set up your folder system and file access
• Choose a communication platform
• Draft a brief Team Collaboration Agreement

Team Setup Instructions

Step 1: Join Your Assigned Team

You will be assigned to a team of 2–7 members, depending on class size. All team structures are valid—as long as work is distributed equitably and communication is consistent.

You will have 5–10 minutes in a breakout session to complete the following team setup.

Step 2: Complete the Team Launch Exercise

Task	Instructions
Team Name	Choose something fun, professional, or meaningful to your group.
Assign Roles	See list below. Every person should take on a primary role (or rotate as needed).
Google Drive Owner	One person creates the folder system and ensures all teammates have access.
Team Collaboration Agreement	Discuss your norms and document your working agreement (see Step 5).

Step 3: Assign Core Roles (Adaptable for Any Team Size)

Role	Description
Project Manager (PM)	Oversees scope, schedules, team progress, and holds team accountable
Communicator	Speaks on behalf of the team with the instructor and coordinates with other teams
Status Report Lead	Compiles weekly or milestone reports on team progress and challenges
Google Doc Admin	Sets up folders, tracks version control, ensures document integrity
Notetaker (All)	Each team member keeps personal reflection notes and updates in their folder

For smaller teams: combine roles (e.g., PM and Status Reporter)
For larger teams: assign deputies or rotate roles every milestone

Step 4: Create a Shared Google Drive Folder

The Google Doc Administrator creates the following structure and shares with the instructor:

css

CopyEdit

• [Team Name] - C-Bay Practicum

• │

• ├── Deliverables

• │   ├── Game 1

• │   ├── Game 2

• │   └── Game 3

• │

• ├── Notes

• │   ├── [Your Name Here]

• │   └── ...

• │

• ├── Status Reports

• │   ├── Week 1

• │   ├── Week 2

• │   └── Week 3

• │

• ├── Working Folder

• │   ├── Game 1

• │   ├── Game 2

• │   └── Game 3

 Ensure:

• Everyone has edit access
• Files follow this format: TeamName_Milestone#_DocumentType_v1.docx
• Folder updates are weekly and deliverables are uploaded in the correct place

Step 5: Draft a Team Collaboration Agreement

This one-page document defines how you’ll work together. Use the following prompts:

• How often will we meet and communicate?
• What tools will we use (Slack, Google Chat, etc.)?
• How will we give and receive feedback?
• How will we handle absences or missed deadlines?
• Will we rotate roles? If so, how often?
• What will we do if a team member is unresponsive or not contributing?

Save as: TeamName_CollaborationAgreement.docx
Upload to: your root team folder

Revisit your agreement at least once mid-way through the practicum

Step 6: Set Up Your Communication Platform

Pick a tool that all members can use regularly (outside of email). Options include:

• Slack, Discord, WhatsApp, GroupMe, Microsoft Teams
• Use Google Calendar or Doodle for scheduling
• Optionally create a Trello board or shared checklist for tracking tasks

Step 7: Report Back to Main Room

Come back ready to share:

• Your team name
• Who holds each role
• Confirmation that your folder is set up and accessible
• Any questions or concerns that came up in your discussion

Weekly Status Reports

Each week (or milestone), the Status Report Lead uploads a 1-page report using this format:

• What was accomplished?
• What’s still in progress?
• What blockers or risks exist?
• What support is needed (if any)?

Upload to: Status Reports > Week X

Final Checklist Before Milestone 1

• Selected a team name
• Assigned roles (and listed them in the folder index)
• Created and shared your folder with the instructor
• Documented your Team Collaboration Agreement
• Chosen your communication platform
• Uploaded your first notes
• Scheduled your next team check-in

Final Thought

A strong project doesn’t start with deliverables—it starts with trust, structure, and shared commitment.

You’re not just organizing a project.
You’re launching a professional unit inside a simulated company.

Start like you mean to lead. And lead like it’s real—because it is.

Sample Team Collaboration Agreement

[Team Name]: C-Bay Practicum Collaboration Agreement
Date Created: [Insert Date]
Last Updated: [Insert Date]

1. Meeting Frequency and Format

We agree to meet once a week on Mondays at 6:00 PM via Zoom.
Additional ad hoc meetings will be scheduled around major deliverables.
Meeting duration: 45–60 minutes
Attendance is expected unless prior notice is given.

2. Communication Platform

Slack is our main team chat.
We created a private channel called #cbay-practicum-teamname.
Google Chat will be used for quick updates, and all final announcements will be posted in Slack.

3. Deliverable Deadlines

Deliverables are due by 9:00 PM the night before the final submission.
A draft version must be ready for team review at least 48 hours before that deadline.

4. Role Rotation Policy

Roles will be assigned per milestone and rotated every two weeks.
Each member will serve as Project Manager once during the practicum.
We maintain a shared doc to track who held each role and when.

5. Feedback and Peer Communication

Team feedback will be constructive, timely, and focused on the work—not the person.
Suggestions will be delivered privately or during team meetings, and everyone is encouraged to speak up.

6. Accountability and Escalation

If a teammate becomes unresponsive:

• The Project Manager will reach out within 24 hours.
• If there is no reply within 48 hours, the issue will be escalated to the instructor.
• Missed commitments may result in reassignment of tasks.

7. Documentation and Version Control

All files will follow this format:
TeamName_Milestone#_DocumentType_Initials_v1.docx
The Google Doc Admin will maintain version history and file organization.

8. Ground Rules

• Be respectful of different working styles and backgrounds
• No ghosting—communicate early and honestly if overwhelmed
• Support one another’s learning goals, not just the grade
• Revisit this agreement after Milestone 2 for updates

Team Members and Initial Roles:

Name	Role (Milestone 1)	Contact Info
[Name 1]	Project Manager	[Email / Slack ID]
[Name 2]	Status Report Lead
[Name 3]	Communicator
[Name 4]	Google Drive Admin
[Name 5]	Notetaker

Instructor Copy Shared? ✅ Yes
Stored in Folder: /TeamName - C-Bay Practicum/Team Charter/CollaborationAgreement.docx