2017 Team Leader

Communication Templates

Contents

TNCPE Team Leader Communication Overview

Email Templates:

Welcome

Key Factors & Independent Review

Getting Ready for Consensus

Focusing on Consensus

See You at the Consensus Meeting

Final Preparations for Site Visit

We’re DONE!

Please use caution when using email templatesto check for the following:

  • Ensure you change all references to your name and contact information, Examiner Team Number, dates, meeting locations, and other team-specific information prior to sending. These areas have been highlighted in yellow.
  • Verify all web addresses used to ensure they have not changed.
  • Verify all instructions for Scorebook Navigator by accessing the system yourself before communicating those instructions to team members.
  • Please note: sample emails are meant to be used as references to guide you as you develop team communications, so please minimize use of the “copy/paste” function whenever possible.

Copy on email correspondence to examiner team and applicant.

Examiner resources are available at:

1

TNCPE Team Leader Communication Overview

When / To whom / Format / Subject / Content & main points / References
Immediately after receiving assignment packet / Examiner Team / Email / Welcome! /
  • Reminder to completeCOI form
  • Request to complete/send Biography Request and Calendar Request forms to Team Leader
  • Read application, startKey Factors
  • Set due date for completion of Key Factors
  • Other administrative details
/ Email template &Team Leader Guide,Chapter 1, Step 1
Within 1stweek of receiving assignment packet / Examiner Team / Individual phone calls / N/A /
  • Get to know teammates personally – their experience and special areas of interest
  • Confirm contact information
  • Follow up if you haven’t received initial deliverables
  • Reassure new examiners to “trust the process”
  • Answer questions
/ Team Leader Guide, Chapter 1, Step 1
After receiving reviewing application / Applicant / Phone
(Followup with email) / Introduction /
  • Overview of TNCPE process
  • Communication preference
  • Schedule of availability for Site Visit
  • Nuances of Site Visit – location(s), attire, certain days/times, etc.
/ Team Leader Guide, Chapter 1, Step 2
At beginning of independent review / Examiner Team / Email / Key Factors & Independent Review /
  • Due date for Independent Review
  • Tips and lessons learned
  • Reminder to track hours worked
  • Update on Site Visit (if available)
/ Email template Team Leader Guide, Chapter 2
Throughout independent review / Examiner Team / Phone / Status /
  • Follow up with teammates who are not on track to ensure deadlines are met
/ N/A
Near end of independent review / Examiner Team / Email / Getting Ready for Consensus /
  • Reminder of steps to finalize Independent Review
  • Category assignments
  • Consensus Meeting logistics
  • Schedule reminder
/ Email template & Team Leader Guide, Chapter 3
After moving to consensus / Examiner Team / Email / Focusing on Consensus /
  • Cheer for and encourage your team
  • Tips for using Scorebook Navigator for Consensus
  • Due date for Key Factor review
  • Suggested interim dates for Consensus
/ Email template & Team Leader Guide, Chapter 3
A few days before consensus meeting / Examiner Team / Email / See you at the Consensus Meeting /
  • Agenda for Consensus
  • What to bring
  • How to prepare
  • Proposed ground rules
/ Email template
After consensus;
2 weeks before site visit / Applicant
TNCPE / Letter / N/A / See Sample Site Visit Correspondence from Examiner Resources page
  • Site Visit Issues

One week before site visit / Examiner Team / Email / Final Preparations for Site Visit /
  • Site Visit Agenda
  • Other logistics
  • What to bring
/ Email template & Team Leader Guide, Chapter 4
After submitting Final Scorebook / Examiner Team / Email / We’re DONE! /
  • Wait to hear from TNCPE beforedisposing of applicant materials
  • Submit hours worked
  • Complete team and peer evaluations
/ Email template

1

Welcome

Subject: [TNCPE XXXX] Welcome Examiner Team!

Greetings!

By now you should have received the package from TNCPE assigning you to applicant #XXXX. I’m looking forward to working with each of you and helping our applicanttake the next step on itsperformance excellence journey!

Now that we’re off and running, please recall the following action items from Examiner Training:

  1. If you’ve not yet done so, read the applicant’s Intent to Apply Form, Application Form, and Org Profile and returnthe Conflict of Interestform to TNCPE.

COI form completedDue Wednesday, 8/2

  1. Use theCalendar Request Formto let me know the dates you ABSOLUTELY, POSITIVELY are not available over the next several months. We will need one day for the Consensus Meeting, and a four-day block for the Site Visit (three days)/Wrap-up meeting (one day). Coordinating schedulestends to be one of the most challenging aspects of leading a team, so I’d like to confirm dates on our calendars and our applicant’s calendar as soon as possible.

Calendar to Team Leader Due Wednesday, 8/2

  1. To help us get to know each other, please complete theBiography Request Formand send it to our entire team. I have attached my biography. I will use your responses on this form to identify item leads for consensus.

Biography to TeamDue Friday, 8/4

  1. Identifying Key Factors is a critical first step as we each complete our Independent Review. In order to allow as much time as possible for Independent Review, PLEASE read the application from cover to cover and prepare your master list of Key Factors in Scorebook Navigator as soon as possible.

Key Factors in Scorebook Navigator Due Monday, 8/7

The sooner, the better, so if Fridays are quiet at work, or you can spend a little time this weekend, please make every effort to complete your Key Factors by the deadline.

  1. You are all set up in Scorebook Navigator!Use the same user id and password that you used during training.
  2. If you have trouble logging in to Scorebook Navigator, try clearing your cache/cookies and ensure you’re using the correct URL,
  3. When you log in, Applicant XXXXshould appear under Stage 1 of your Scorebooks screen. If not, please notify me immediately.
  4. You can access TNCPE’sIndependent Review Tip Sheet, on theExaminer Resourcespage ofthe TNCPE website. It contains step-by-step instructions for completing Independent Review, as well as lots of tips for navigating and troubleshooting Scorebook Navigator.
  5. Make plans to attend the TNCPE Independent Review webinar on August 8th as well for a last-minute refresher.
  1. We will work backwards from our Site Visit date to see when the Independent Review phase must be completed, which we should know by next week. But, don’t delay in getting started! TheExaminer Deliverables Checklist will help you keep track of our team’s calendar and due dates.
  2. Finally, from an administrative standpoint:
  • Please use [TNCPE XXXX] in the subject line of all team communications. If you’re like me, you get a ton of email, and hopefully this will callour attention to important items from the team.
  • Please use “reply all” when an email is sent to the entire team to make sure everyone is kept in the loop.
  • And last but not least, please make every effort to meet all team deadlines! However, if something catastrophic happens in your life and you find you will miss a deadline, please notify me ASAP so we have time to figure out a Plan B.

I generally do NOT have access to this email address during the day (tomorrow will be an exception, as I am off). If you need to reach me urgently, feel free to send an email to both [home email address]and my work email [work email address] or call me on my cell: [cell phone number]

Again, I look forward to getting to know you and working with you throughout this process!

Feel free to call or email if you have any questions,

Your Name

Team Leader

TNCPE Applicant XXXX

Key FactorsIndependent Review

Subject: [TNCPE XXXX] Key FactorsIndependent Review

Hello, TNCPE Team XXXX!

Everyone completed their Key Factors AT LEAST one day ahead of schedule—way to go! And now we are off and running with Independent Review.

I have established a due date for the Independent Review forThursday 8/31. That gives us four weeks from when you received your assignment, but the deadlinecould change once we finally schedule the Site Visit and work backwards to schedule our Consensus Meeting.

Reminders about Independent Review and some Lessons Learned:

  • CAUTION: Avoid using “our” and similar language when pulling info from the application.At this stage, it’s best to refer to our applicant as “the applicant” rather than its name or acronym. This helps to protect confidentiality and makes it easier to perform a “search and replace” for the final Feedback Report.
  • WeALL complete our Independent Review for ALL 17 Items. Please note this will take longer to complete than our training pre-work, so be sure to set aside sufficient time.
  • Remember – we are one another’s customers for Independent Review, so it’s important that we have everyone’s input. For this reason, I’ll wait a little longer before assigning Category Leads and Backups (besides, with the logistical issues, I haven’t had a chance to do it yet!).
  • We are outlining 6-10 suggested comments for each Item. These should be a combination of strengths and OFIs. Although we’re using bullets and short observation statements, we need to include enough informationto clarify why it’s there. Please specify whether something is anecdotal, systematic, etc. Here is a sample of the level of detail to include:

Strength / Evidence / A / D / L / I
Applicant uses the BCSLS to systematically review, update, and communicate its Mission, Vision, and Values / •Leadership system (Figure 1.1-1) establishes and communicates MVV
•Deployed to staff, volunteers, partners, and others; MVV and PhilPs posted in facilities and on internet site
•Refined through SPP; evidence of changes to vision 2 years ago
•Integrated with SPP and Shared Vision Development Process / X / X / X / X
ESOP helps ensure high performance and an engaged workforce. Open communication is ensured through CNet and various 2-way communication methods. / Fig. 1.1-2 Methods of Communication / X / X / X
  • At this stage, we’re also writing ONE feedback-ready strength comment and ONE feedback-ready OFI comment for each item.
  • Now would be a good time to check out the Examiner Resourcesavailable on TNCPE’s website, includingthe following:
  • Independent Review Tip Sheet
  • Process Item Scoring Guidelines and ADLI
  • Applicant Results Tracker
  • Sample Independent Review of a Process Item
  • Results Item Scoring Guidelines and LeTCI
  • Sample Independent Review of a Results Item
  • Remember toscore each item!
  • I will followup with each of you individually over the next week to check in and see how you’re doing, but feel free to call or email me if you have any questions.
  • Don’t forget to mark “done” when you have completed your independent review!

Also, I’ve contacted our applicant and suggested two dates for our site visit. Stay tuned!

Keep up the good work!

Team Leader

Cell

Email

P.S. Please be sure tokeep track of your TNCPE hours for each stage of the process. This is a key measure used by TNCPE. You can use the Team Hour Tracking Form on the TNCPE website, or send me an email with your hours for each stage. Time preparing Key Factors should go into your total for Independent Review.

Getting Ready for Consensus

Subject: [TNCPE XXXX] Independent Review Wrap-up - Getting Ready for Consensus

Hello TNCPE Team XXXX!

Just a reminder to check “done” for your independent review and to be sure to record your hours for this stage.

In case some of you don’t get this message untiltomorrow, I’ll check backMonday morningto advance us to the next stage in the system. The Category leads/backups and Item assignments based on your bio information are as follows:

Items / Primary / Backup
1.1, 1.2, and 7.4 / Person 1 / Person 2
2.1 and 2.2(Look at 7.1c) / Person 2 / Person 1
3.1, 3.2, and 7.2 / Person 3 / Person 4
4.1, 4.2, and 7.5 / Person 5 / Person 6
5.1, 5.2, and 7.3 / Person 4 / Person 3
6.1, 6.2, and 7.1 / Person 6 / Person 5

It looks like our Consensus Meeting will be on September 20. Thanks to all of you in the Nashville area for offeringmeeting rooms. I have taken ______up on her offer. We can discuss plans for our post-Site Visit meeting during the Consensus Meeting.

Date of Consensus Meeting:Day, Date

Location: Facility, Address

Time: 8:30 a.m. Centraluntil we’re done(Agenda to be finalized)

Who else needs to make hotel arrangements for the Site Visit?I’d like to coordinate all of us to stay at the same hotel and perhaps use space there as an evening meeting place, if needed.

Here is a run-down of the dates still in front of us:

  • Sept.1 (Fri.) – Category/Item Lead Assignments for Consensus made in Scorebook Navigator
  • Sept. 11 (Mon.) – Consensus Feedback-Ready Comments complete (and ready for review by your backup)
  • Sept. 14 (Thurs.) –Backups provide Feedback to Category/Item Leads
  • Sept. 17 (Sun.) –Category/Item Leads incorporate Feedback from Backup (and ready for entire Team to review prior to Consensus Meeting)
  • Sept. 20 (Wed.) – Consensus Meeting
  • Sept. 27 (Wed.) – All Site Visit Issues and interview and document requests completed in Scorebook Navigator. Team Leader sends key Site Visit Issues to Applicant
  • Sept. 27 (Wed.) – Category/Item Leads complete Comment Revisions (as necessary); Team Leader contacts TNCPE to print consensus scorebook. Consensus Scorebook Complete.
  • Oct. 6 (Fri.) –) Site Visit Issue Worksheets complete in Word.
  • Oct. 10-12 (Tues.-Thurs.) – Site Visit
  • Oct. 13 (Fri.) –Team’s Post Site Visit wrap up meeting
  • Oct. 20 (Fri.) – Category/Item Leads revise Comments and complete Site Visit Issue documentation in Scorebook Navigatorso Team Leader and Scorebook Editor can finalize Scorebook.
  • Oct. 23 (Mon.) – Submit Final Scorebook to TNCPE

Thanks, all!

Team Leader

Cell

Email

Focusing on Consensus

Subject: [TNCPE XXXX] Focusing on Consensus!
Three Cheers for TNCPE Team XXXX!

So, here’s what you need to know (maybe MORE than you need to know) about the Consensus phase prior to our Consensus Meeting:

  1. Item assignments have been madeper Sunday’s email. When you log into Scorebook Navigator, you will see your assigned items under “Stage 2” on the Scorebooks screen.
  2. You will have editing rights for your assigned items (as primary) and read-only access to the other items (via the Item drop-down box).
  3. When you click one of your links, you will see a blank screen to enter KF, Strengths, OFIs and score.To view team members’ Independent comments for your assigned item, click on the gold “1.”
  4. TIP: You can sort your teammates’ strength and OFI comments by examiner or Item Reference by selecting the related header. TNCPE recommends sorting by item reference.
  5. BIGTIP: You have the ability to print out your teammates’ Independent Review input for your Item synthesis. Use the “print preview” icon on the gold menu bar – and remember to sort the strengths and OFIs tables separately.Disregard the feedback-ready comments prepared by your teammates while you are selecting your 6-10 comment topics.
  6. Select up to 6 of the most important (relevant) Key Factors for each of your assigneditems.
  7. The end product for each item at this stage is 6-10 comments (key messages) and rationales.6 to 10 is the TOTAL for strengths and OFIs, based on integrating the independent evaluations and focusing on the most important feedback for the applicant.
  8. TIP: To save on typing, you can highlight-copy-and-paste information from independent review input.
  9. TIP: Keep the initials of examiners whose independent review work was incorporated into the comments you develop.
  10. TIP: Place notes about your synthesis (what was used/not used and why) in the “Notes” field below your completed comments.
  11. When you recommend a consensus score for your items, it should be consistent with the suite of comments(Strengths & OFIs) you are recommending. As you might recall from training: “It’s not an average!”
  12. Email your back-up when are ready for your work to be reviewed. The back-up’s feedback should be entered in the “observations” box after each comment.
  13. Do NOT click “Done”– – I’ll do that once for the full Consensus report.

Please complete your work by the following deadlines, so we can have an efficient Consensus Meeting:

  • Sept. 11 (Mon) – Consensus Feedback-Ready Comments complete (and ready for review by your backup)
  • Sept. 14 (Thurs) – Backups provide Feedback to Category/Item Leads
  • Sept. 18 (Sun) – Category/Item Leads incorporate Feedback from Backup (and ready for entire Team to review prior to Consensus)

Feel free to work with your Item Backup to improve your work, as long as we have “final” comments available to the whole team to review by Sunday night, Sept. 18. That gives us twodays to review the scorebook prior to our Consensus Meeting, which should ensure that we have an efficient meeting.