A GENERAL GUIDE TO PEACE BRIDGES (PB) TEAM COMMUNICATION CONSULATION SERVICES
1. What we offer
The overall goal of our team building consultation work is to support individual members of teams to develop healthy communication strategies within their team. Our approach varies according to the culture of team and the circumstance it is in.
2, What usually happens?
Stage 1: Support a team to define what it is requesting of Peace Bridges and determine if Peace Bridges has the resources to address the request.
This involves building an understanding of the communication and relationship challenges a group is experiencing so we can assess specific ways we might be able to work with the team.
Step 1: Determine if the initial request fits the expertise Peace Bridges offers.
Step 2: Gain permission from those in authority to conduct a needs assessment of the team to better understand the situation.
Step 3: Set clear guidelines and expectations on how the needs assessment will be conducted by determining:
i) How to introduce Peace Bridges and the needs assessment process to the team
ii) Who will be involved in interviews and how
iii) Expectations of confidentiality for information shared
iv) How information from the needs assessment will be shared with the team and in what form.
v) How a team will process the ideas, recommendations and the way forward.
vi) The fee for service.
Step 4: Offer recommendations on how to move forward; the team processes these recommendations and decides on appropriate actions for their team. (Examples are included in Stage 2 below.)
In some instances a need assessment might include the completion of an inventory designed to assess team members’ perceptions of the team’s strengths and challenges. (See appendix A for an example inventory)
Stage 2 Design the consultation based upon the agreement of the team. This will vary. In some instances, the need assessment process has been sufficient in itself for the team to communicate and process concerns. In this case, the team can take things from here on their own and the consultation is concluded. At other times, recommendations will include further steps. Upon acceptance of these recommendations, PB will provide further services and the team will continue with the process.
PB recommendations are often about the types of processes that can be useful for the team. These can include:
- Discussions to help people process issues in a private and confidential setting
- Mediating between people who need to talk issues through
- Group Facilitations
- Education workshops to build up the abilities of the team to communicate better
- Referrals to groups with specialisations different to PB
- Suggestions on effective grievance handling processes and policies that might assist the team
Stage 3 Feedback and evaluation from the team about the services PB has provided. We find this process helps the team clarify the ways the service has benefited them and also gives PB useful ideas on how to improve the services we offer.
3. Values that inform our consultancy services.
Confidentiality. Our standard agreement for consultations is included in ‘4’ below. Sometimes PB will adjust this understanding based upon the situation. Where this is the case, any modifications will be discussed and agreed upon prior to the beginning of the consultation. Our core concern is to ensure everyone has clear and well thought our expectations about confidentiality before we begin.
Respect for the right of teams to determine their own organizational culture and structure. Our concern is to support groups and individuals to be aware of the impacts actions may have upon others. We have no authority to determine what a team should do.
Respect for the needs and feelings of a team as well as the individuals who make up that team. We seek to ensure that people are always given the opportunity to be heard and understood to the extent to which they choose to reveal themselves to others.
Professionalism and honesty. We will always seek to offer the best service we can and suggest referrals in instances where another group may be more qualified to deal with a matter.
4. Peace Bridges (PB) Policy On Respecting Confidentiality When Working With Organisations:
1. Confidentiality of information to groups outside the organization PB is consulting with:
PB holds confidential all communications, written or oral, which occur prior to, during, or after a consultation with the parties who are involved in the consultation. This includes:
- discussions with parties or their representatives
- information from referral sources
- what parties said or did during consultation sessions
- the content of any agreements reached
- case files
This confidentiality precludes the PB Board of Governance, staff, or anyone else outside of the assigned consultancy team from any information about the consultancy.
The only exception to this rule is when a person’s life is under threat of significant harm in which case PB reserves the right to act according to the best interests of such a person/s. In extremely rare circumstances where this is deemed to be the case PB will act in the most sensitive and respectful manner possible to all involved in the consultancy. Every reasonable effort will be made to preserve the good name of the organization.
2. Confidentiality among parties who belong to the organization PB is providing team building consultancy services to:
The parties involved in a team building consultation are often encouraged to discuss issues of concern in one-on-one meetings with consultants as well as small group meetings. To build confidence in the consultation process the consultants will follow the guidelines below:
A) A consultant will assume that all information shared by a person in a meeting is confidential and will not share any of this information with other parties (including managers) without explicit permission.
B) A consultant will encourage the sharing of information between different people when-ever it is believed this will build greater appreciation and understanding in the team.
C) Consultants will encourage sharing of information by:
i) Asking a party for permission to share information with others, nearly always on the condition that the source of the information is also acknowledged.
ii) Supporting a party to share information with others either with the consultant present or without the consultant.
E) A consultant will not coerce a person to share information.
5. Fees for services.
PB is a not-for-profit organization that seeks to offer services to all, but especially those with insufficient financial resources to pay standard fees. One of our strategies for ensuring we are able to do this is to always charge for services at a cost that fits the financial circumstances of a group. Our rates are negotiated on a sliding scale.
All money received for services go back into PB equity fund to provide services to groups unable to afford them. No PB consultant receives any payment out of these funds, but may receive a standard support allowance based on PB policy unless they are already a full time employee or contracted volunteer paid by another employer.
Some of the issues we look at include:
- The number of days needed: Preparation time and service delivery time.
- The budget is calculated based upon our estimate of the time needed to deliver a quality service after determining what is required.
- We will make a budget only for Stage 1 of a consultation on the understanding that a new agreement will be needed for anything beyond Stage 1 (based on a reassessment of the situation and the acceptance of further services).
- Travel costs are waived for work in Phnom Penh.
- Charges for hire of PB training or consultation rooms will be added.
- All costs will be agreed to up front prior to the consultation and should PB overestimate the charges required, PB will reduce the fee accordingly.
