Policy Teams Guideline
Recommended ways of working together
On this page
Meeting frequency
In order to keep focus and momentum, Policy Teams should aim to meet at least monthly. A regular time slot will help members plan for and prioritise meetings and workload.
Ad hoc or more regular meetings may be needed in peak workflow periods.
Chairing meetings
There are advantages and disadvantages to rotating the chair. While a rotating chair promotes professional development and participation, the Policy Team leader is likely to have the greatest imperative to keep things moving, and the clearest sense of the outcomes needed from a particular meeting. The Policy Team leader may also have more time to prepare for meetings.
On balance, a Policy Team will probably work best when the team leader chairs meetings.
Attending meetings
It is vital to efficiency and effectiveness, and considerate to busy colleagues, that team members arrive at meetings on time having read all materials for discussion beforehand.
Reaching decisions and dealing with differences in opinion
It is important to allow sufficient time at meetings for all members to express their view and debate issues, and that team members are respectful of each other’s points of view.
Although it is ideal if a consensus can be reached on issues and papers, this is not always possible. Team leaders will sometimes need to draw discussion to a close, balancing considerations like the desirability of an agreed position, quality of the outcome, and the need to get things done in a timely way.
Any key points of difference on key issues within the group should be drawn to the attention of AIDMGT in quarterly progress reports (see later section on Reporting to AIDMGT) under the agenda heading ‘other submissions’.
Drafting papers
There are likely to be gains in efficiency and flow of written work if one person (generally the team leader) holds the pen.
There may be some areas where another core team or wider reference group member has particular expertise and would be better placed than the team leader to draft part of a submission or paper. Equally, there may be times where a team leader has limited capacity to complete a paper and asks another team member to assist with drafting. It is strongly recommended, however, that teams avoid drafting papers by committee.
Once a piece of work is substantially agreed it may be efficient to undertake final consultations by email.
Date and file all drafts submitted to AIDMGT, Ministers, Cabinet and internal and external consultation drafts.