Team Activity

 We recommend viewing the video individually prior to the meeting or as a team. 

Reflect on current practices that are working well and those to stop for you and as a team.  

For areas of improvement:  

• Focus on moving forward and not on the past  
• Offer constructive suggestions for improvement  
• Discuss ideas, not individuals  
• Give everyone the chance to contribute  

This step is a brainstorm session to put as many words as possible that represent physical protection. Take 2-3 minutes for the group to share their suggestions and reflections on these three questions:   

• What current practices are working well that support physical safety? 
• What current practices do we stop or improve? 
• What does physical safety mean to you?      

If you are conducting a virtual meeting, you can use Microsoft Teams to easily create a Word Cloud: 

1. Create a meeting in your Outlook calendar 
2. Go to your Teams Calendar, expand the meeting invite to full screen 
3. Click the + sign, which is located on at top next to Q&A 
4. From there, add the ‘Forms’ app and save 
5. Click on the 'Polls' tab and choose the option ‘New Poll’ 
6. Then select 'Word Cloud' and write in your questions 

Here are some one-word examples to get the team going: Protected, Trained, Prepared, Heard, Responsive.    

Once the Word Cloud is completed, come up with specific actions that would positively demonstrate each word. Be practical and reasonable. Have at least one action for each word. 

Here are some examples:    

• Protected: Appropriate action’s being taken to protect my physical safety 
• Trained: I’m offered sufficient training to protect myself 
• Prepared: I have the equipment and tools needed to stay physically safe at work 
• Heard: It’s safe to raise concerns about physical safety 
• Responsive: When risks are identified, an effective response will occur   

When developing your plan, each action should be:   

• Observable: must be able to see or hear it  
• Measurable: to which extent it makes a positive difference   
• Reasonable: managers need to have the time and resources to do it and must be reasonable for staff and faculty   
• Relevant: make sense and everyone can adopt it  

Also consider if the ideas need approval form senior management, need funding you don’t already have, contravene a collective agreement, policy, or contract.   

First, identify the current practices to continue before moving into action. Once you are ready to move into actions, we recommend thinking critically about these actions. Depending on your group size, we suggest groups of 3-4 to allow small group discussion either at a table or in an online breakout room.  See bottom of page for instructions on setting up breakout rooms.     

Preferred 3 actions:   

1. __________________________  
2. __________________________  
3. __________________________  

Once those 3 actions have been decided, look for a quick win to start. Have the group vote for the one action you want your leader/team to take. We recommend the criteria be:  

• Be low cost or no cost  
• Is relatively easy for the manager/team to adopt now  
• Doesn’t violate any uOttawa policies or contracts  
• Has the impact you want to have on physical protection   

Remember, the other ideas can also be considered later by your manager/team!  

Breakout Room Instructions 

1. Create a meeting in your Outlook calendar 
2. Go to your Teams Calendar, expand the meeting invite to full screen 
3. Go to Breakout rooms and select Create rooms 
4.  From the dropdown, choose how many rooms you'd like to create 
5.  Select "Assign" participants and choose whether you'd like staff and faculty to be assigned to rooms Automatically or Manually 
6. As soon as the meeting starts, you can open the breakout rooms 

What potential challenges to adopting this action and how might we deal with that? Your current task is to brainstorm potential challenges before they arise. Remember to stay away from discussing individuals or personalities. Your task is to come up with constructive and helpful ideas to support the success of the action.