Teamwork manifests in many ways. We see it in everything from oil changes to sporting events. It is difficult to conceive of a world functioning without teamwork, and this is as true in corrections as it is anywhere else. Teamwork is an essential component of what we do: Coordinated schedules, traffic control, communication of intelligence, and responding to a called duress are just a few examples.
Less obvious — but no less important — are the writing projects that involve teamwork. From these endeavors come the groundwork of policies, procedures, and operating manuals.
The importance of committees and the work they produce can not be understated. They produce mission statements, vision statements, and other foundational documents. They can be the difference between a secure work environment and a dangerous work environment.
So, what are some effective practices for building effective committees at your institution, potentially improving the security, efficiency and overall happiness of all the staff involved?
How many cooks spoil a broth?
Sometimes it is easier for one person to tackle a large writing task.
This ensures that a single writing style and train of thought are employed. Also, accountability concerning the document comes down one person. In addition, with a single writer, there is not the pressure to assemble, appoint, and coordinate the “dream team”.
However, is it fundamentally wise to leave out different perspectives and talents?
Don’t our important documents deserve a fuller consideration and a wider range of talent? Do we take the easy way out when we narrow the field of framers to one?
It is not much different from assigning one person to complete a menu for a weekend camping trip. That person might do well in selecting food and drink that all would appreciate. However, they might also do a terrible job.
Conversely, putting a large committee in charge of the menu might get very little accomplished. A log jam may develop due to too much input. This is where the balanced oversight of the chair is crucial for the success of the committee.
Don’t drive at night without headlights
The committee needs a generic roadmap for any writing project.
Some of the stops along the way are introduction to the concept and goals, establishing leadership, initial drafts, and dissection.
It is also important to stop and obtain input from people not involved in the project. For example, sometimes it’s useful to have others give their opinion on the “readability” of the document.
There are many points of advice for any committee of writers. Here are just a few:
• Start from general concepts then go to specifics — this allows better grouping of ideas and tends to prevent the initial progress from being bogged down in the minutiae
• Don’t forget to find the general wishes and goals of those who formed the committee — it is best to get these ideas written down and distributed to committee members, thus serving as a reminder of the overall purpose of the group
• Don’t forget to get advice and guidance from other entities later — for example, if your committee is charged with rewriting a policy, you should consult your agency’s office of policy and hearings at various points during the drafting process
• Use talents in a complementary manner — allow the more seasoned and able writers to serve also as writing mentors and arrange for those who deal well with broad concepts to work with those who do well wrangling fine details
• Committee chairs and members should embrace the strengths of all of the different players — grammarians, wordsmiths, editors, and writers all have a place in the scheme of the committee
• Be careful about word selection and avoid overusing “pet words” — some en vogue terms and personal favorite descriptions may not be in the common vocational lexicon.
• Foster an environment that checks all egos at the door
It is said that action speaks louder than words. And it is also said that many minds are better than one.
Writing in a corrections committee may have some pitfalls. But these are outweighed by the benefits. And from this comes lasting, influential documents.
It behooves our corrections agencies to group minds for this purpose.
