How team charters keep in-house teams on track and aligned

Just as a project relies on a project plan to define scope and objectives, a team charter is critical in bringing together essential teamwork elements like continuous communication and flexibility. It structures how leaders organize and manage these and other factors, such as accountability and motivation.

What’s a project team charter?

A team charter is a foundational document that shapes and directs a team’s activities. It typically lays out the group’s purpose, objectives, and established guidelines that govern its functioning.

During regular operations, a team charter is a reliable reference to assess whether the team adheres to defined parameters. And when faced with transitions and uncertainties, this charter is a guiding beacon that aids the group in navigating challenges.

Whether you’re forming a new team, introducing changes, or striving for continuous improvement, a team charter is a valuable guide for the group to fall back on.

Benefits of using a team charter

As part of project management, a team charter sets the tone for a productive, highly effective team. This document not only provides a road map for taskwork and deadlines but also delivers the following tangible advantages that contribute to the overall success of your collective efforts.

Enhanced connectivity

Team charters bring your team together with well-defined shared goals and individual responsibilities. By clearly outlining the overarching goal, members know what to focus on — even when deeply buried in personal taskwork. And clear individual roles and responsibilities ensure that everyone understands how their unique skills and effort contribute to these shared goals, promoting a well-connected and collaborative working environment.

Augmented team productivity

Teammates who are all on the same page — which a team charter encourages — don’t need constant reminders of their overall objective. They understand what to work on when and how others’ tasks overlap and contribute to their individual deliverables. This enhances productivity teamwide.

And when you establish clear communication channels early on through a team charter, you minimize uncertainties and delays in information flow. Clear and predefined communication channels mean team members know where to access relevant information, which person to contact for specific queries, and how to share updates. This preemptive organization prevents the group from experiencing bottlenecks, miscommunications, and the need for constant clarification.

More accountability

By detailing clearly defined expectations and accountability mechanisms, the charter ensures that each team member understands their contribution to the collective success. This transparency of roles and responsibilities fosters a sense of ownership and encourages individuals to take initiative and deliver on their commitments.

Moreover, the charter’s establishment of accountability mechanisms, like regular check-ins, creates an iterative process that enables team members to identify challenges early, address them collaboratively, and adapt strategies for better efficiency.

What to include in a team charter

This charter functions as a team’s north star and consists of distinct components that define and direct a group’s operations. Here’s a look at some of those key components.

Purpose, mission, and objectives

The team charter is a central document that defines the group’s purpose statement, mission statement, and objectives. These clarify a team’s purpose and ensure that every member understands shared goals and the broader organizational context. And by aligning individual efforts with a collective mission, the team charter fosters a sense of direction and cohesion.

Roles and responsibilities

Most team charters clearly define individual roles and responsibilities. This clarity fosters accountability over personal outcomes, reduces ambiguity and potential conflicts, and showcases how team members can support one another to reach their goals.

Operational norms

The charter sets out guidelines that govern how the team functions, including:

• Ideal work processes
• Communication protocols
• Decision-making processes
• Methods for conflict resolution

This creates a shared understanding of how the team ought to operate.

A team identity

By encapsulating shared core values, principles, and norms, this charter helps team leaders define a distinct group identity to foster a sense of belonging and unity among members. A strong team identity enhances collaboration and morale to create a positive and supportive work environment.

Best practices

The project team charter equips the team with a template for navigating change and overcoming challenges. It acts as a reference point that provides stability during transitions and guidance in the face of uncertainties.

How to make a team charter: 3 steps

Every team requires a unique guiding light. So, while your charter should contain the key components listed above and there are team charter examples and templates that can help get you started, your document’s exact nature will depend on your team’s needs.

Here are three key steps to guide you through the process.

1. Articulate your vision and goals

Clearly define the vision and goals of your team. To do so, describe what success looks like for the group and emphasize the shared values and principles that will guide your collective efforts. In a software project, for instance, you might articulate your vision and goals by defining the project scope and describing desired features.

2. Establish timelines, deliverables, and key milestones

Now, define the tasks, deadlines, and measurable outcomes to provide a road map for your team’s journey. This typically involves breaking down overarching goals into smaller, manageable tasks and setting clear deadlines for each. With this road map in hand, your team can navigate the project with clarity and avoid time-intensive setbacks.

3. Outline your monitoring and control mechanisms

To keep your project on track, you must develop and document monitoring mechanisms. You might identify key metrics to track productivity or implement regular code reviews. This creates a culture of continuous iteration and integration that allows you to assess team performance and make data-driven decisions.

Final tips to get the most out of your team charter

Once you craft the team charter, don’t waste this document’s immense potential to increase team success. Follow these best practices to truly leverage a team charter’s advantages.

Use your charter for accountability and guidance, not enforcement

Position the charter as a tool for empowerment rather than a set of rules to be enforced. For instance, instead of using the charter to strictly implement specific work hours, let it collaboratively define flexible working arrangements that suit the team’s collective needs. This approach fosters a culture of accountability in which team members willingly adhere to the charter’s principles because they understand how it guides rather than constrains their actions.

Foster transparency

Before finalizing the charter, seek approval from all team members and provide a way to share access to it. You might hold meetings that encourage open discussions, address concerns, and make necessary adjustments to secure unanimous approval. This ensures that every member understands and is supported by the charter’s purpose.

Treat your charter as a living guide

A team charter isn’t a static document. Treat it as a living guide that you regularly revisit and update to respect evolving team needs and new project challenges. By iterating on your charter, you ensure it remains relevant and always assists rather than hinders teamwork.

From vision to growth with Webflow

Team charters are foundational documents that keep everyone on track. These documents grow with the group as they face new challenges — so they’re essentially the foundation for team efficacy.

If you’re ready to launch your website project and want to give your team the tools to succeed, check out Webflow Enterprise. Our powerful visual web development platform helps teams collaborate in real time with group-focused design tools and workspaces. You can designate which teammates can design, edit, comment, publish, and more to ensure collaboration and align responsibilities with your team charter.

We also provide resources for how to run a design team or work in iterative sprints. Check out how Webflow can help you build, launch, and manage websites today.