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basic design process report

Team E28 Class 5015 Assessment 3
Design Process Written Report
by Dylan Wilkinson
1 - Introduction
2 - Contributions
3 - Effectiveness
4 - Team Functioning
5 - Communication Methods
6 - Conclusion
7 - References
8 - Appendix
This written report is to inform details about how my team (team E28) consisting of myself Dylan
Wilkinson, Abhishek Chouhan, Norman Nyugen and Tiger Wang were able to work together to draft
and finalise a design to present to a construction team to be built for a client while in isolation caused
by the COVID-19 outbreak that took place earlier this year. This report will cover how the process was
able to go ahead during these unforeseen circumstances and to display the individual contributions
made by each member and what changes had to be made to complete this project.
2.1-Team Performance Management Plan
My team has produced a performance management plan (PMP) based on four attributes we believe
were integral for this project to be completed. This document can be accessed in the appendix section
Respect - first and foremost respect is a blanket attribute that helps all team members collude with
each other eg; completing work in time for deadlines as to not hold the rest of the team back.
Contribution - this allows team members to focus on their individual work so that any one person isn't
left with more work then they have planned to take on, this creates a clear and efficient work flow for
the entire team.
Reliability - reliability is important because it allows us to have faith in each other to complete the
tasks at hand, this allows us to be creative with each other in a positive space.
Attendance - attending all lectures and meetings provides clarity for the team as a whole so that
catching up on information required is left to a bare minimum so conversations and meetings will be
able to contain much more enriched discussion rather than conveying information twice and wasting
much valuable time.
My team as a collective decided to provide each and all team members with a maximum score in the
PMP since we all discussed such values before taking on the project and knew what we needed to
work efficiently with each other over voice call meetings and google documents as meeting in person
was not an option.
2.2-My Contribution
My role in this truss design process was to liaise mainly with the specifications expert to produce the
drawings to the correct specifications required. I spent time with other team members discussing
potential designs then moved onto producing multiple drafts working closely with Abhishek to make
sure we produced the design to fit under all requirements stated by the client as well as making minor
adjustments after receiving replies to our RFI requests until I was able to produce a design the team
thought would be most satisfactory to the client.
2.3-Lockdown Workflow Adjustments
Due to a nation wide lockdown, remote working was the only option available to complete this project,
as such my team and I were able to communicate via zoom and whatsapp. We shared work through
google docs, email and team communications via moodle. Being at home during such a design
process was difficult as my residence is not as much of a formal environment as Unitec campus. I
found it much harder to focus because I didn't have direct motivation from people physically
encouraging me. Although a benefit as a result of the isolation adjustments was time saved from
having to travel to and from campus.
2.4-Team Member Contributions
Abhishek Chouhan the specifications expert who I worked closely with throughout the entirety of the
design phase was an excellent team member who played a vital role in making sure clients
requirements were met in regards to RFI’s sent and all measurements being understood correctly. He
helped articulate many of the small decisions that are just as important as the crucial decisions made
by the team as a whole, without Abhishek myself and the team would not have performed as well as
we did.
Norman Nyugen the communications expert also played a vital role in clearly organising meetings to
discuss prioritised essential key points when required to do so as well as documenting what was
discussed during our zoom calls via minute meetings (available in appendix). He also put together the
final presentation in a clear manner that sufficed the team's expectations of conveying our design to
the client.
3.1-Tuckman 4 Stage Development
The Tuckman model (Tuckman, 1965) states that teams experience 4 stages of development and
usually there is a leader to guide said team. In my team's case we did not have any one person
leading the group at any given time. Instead my team was able to collaborate in such a fashion that
we did not require a team leader. The Tuckman model also accounts for when there isn't one person
guiding the rest of the team.
Performing - during the first stage of development our team discussed basic information about
ourselves as to get to know each other in a comfortable and familiar sense. We learnt about our
differences and similarities and exchanged contact information at our first physical meeting.
Storming - My team did not experience this phase as we all got along very well when meeting online
during lockdown, although I can see how we may have had potential issues If we didn't have the extra
time from being at home during lockdown.
Norming - My team experienced this stage heavily as we often discussed many similar interests and
we still do after completing all our group work. We communicate comfortably with each other on a
regular basis such as after our work is completed or before an online lecture and we are much more
comfortable with each other now than when we first met.
Performing - I felt that due to the unforeseen circumstances of having to complete this project during
isolation my team did well but we could have performed better if we collaborated slightly more on
each others responsibilities
3.2-Team Skills
My team contains individuals from various backgrounds, I have worked in the construction Industry as
a skilled labourer and am good at job completion when I am held responsible. In that regard I have a
very strong work ethic and do not like to let my team down as I know my decisions will have a butterfly
effect on the rest of the team. Abhishek is in the financial industry and works for a bank so his
articulative skills are very high. This was clearly demonstrated in the specifications process as he was
able to formulate all details required. Tiger comes from the real estate industry and has experience
viewing houses and construction projects, with this experience he has gained professional practice in
dealing with contracts and conveying himself to clients and contractors, his skills showed real use to
our team as a project assistant as he is knowledgeable about many of the small details that are only
able to be picked up after years of experience in dealing with such matters regarding professional
practice. Norman also contained very useful “HR” esque skills, he was very formal with his
presentation design skills and was able to encapsulate what our team wanted to convey on
documents in a swift, respectable manner.
3.3-Conflicting Moments
During the design documentation phase we had missed a few key points from our presentation along
the way. I had forgotten to add a small number of dimensions that should have been specified
although these issues were swiftly corrected as soon as they become apparent to myself and the
team. We also faced an issue where design plans were not sent to the other construction team in time
and we ourselves had not received the design plans from the team who had us designated as their
construction team, although these issues were also corrected as they became apparent. (Thomas &
Kilmann, 1978) states that “Conflict may fester until it escalates” so appropriate action was taken by
myself and my team to make sure these problems did not create larger problems for the design
process ahead.
4-Team Functioning
4.1- Authority, Responsibility, Accountability &
All team members at the beginning of the project discussed their strengths and weaknesses so that
the workflow could be distributed as efficiently as possible. I have had experience using CAD software
in the past so my team decided it was best to place me as the team designer and to be held
responsible for the design related work. Abhisheks strengths seemed to provide evidence that he was
good with technical and articulative related work so the team best decided he should be responsible
for the technical aspects of the project. Norman told the team that he was good with paperwork and
presentation skills so we decided he was best fit to be responsible for finalising documents to be
viewed as a presentation. It was easy to hold everyone accountable for their work as we had
categorized the different workloads evenly and confined them to their separate departments of the
project. As a team we all held authority over each other by holding everyone responsible to what was
decided at the beginning of the project and what was said during minute meetings as well as various
other forms of communication.
4.2-Lockdown Impact
Due to being in isolation and having the extra time we benefited in some areas such as an increase in
time to work on the project as well as all communication being easily documented. I experienced a
lack of motivation that made some tasks harder to do as I felt more alone on aspects that were harder
to communicate over the internet. Although my team did as best of a job as we possibly could and we
held many meetings to try and convey everything we needed to tell eachother about as best as we
4.3-Member Structure Diagram
Dylan Wilkinson
Abhishek Chouhan
Sent RFI’s
Norman Nguyen
Tiger Wang
Sent RFI’s
Designers responsibilities - Worked in conjunction with specifications expert to
produce drafts and discuss fundamental design elements to produce a final design in
relation to the clients requirements
Specification Expert responsibilities - Worked in conjunction with designer to ensure
all specifications were met according to plans and duly noted the entire construction
method to be used for the construction phase of the project aswell as sending out RFI’s
to the client
Communications Expert responsibilities - Played a vital role in producing the final
presentation for submission as well as organising team meetings and keeping track of
the process via minute meeting documents
Project Assistants responsibilities - Produced scope of work documents as well as
communicating RFI’s to team D26, provided useful help in meetings and assisting other
team members helping the design process across the board
5-Communication Methods
5.1-Team Communication
Internal team communication was via zoom and whatsapp. Zoom was able to connect the team
together in a deeper sense as it was more fulfilling seeing each other while communicating live, it was
much more in touch than over text or email. Whatsapp was very useful for revising information we had
covered during zoom meetings and there is record kept of all messages, photos, videos and essential
links required for the design phase and very much had a practical aspect that played a vital role
throughout the entirety of the design process such as planning zoom meetings which we would not
have been able to do efficiently without. The team communications tab via moodle was also very
important as it provided a space for formal documentation that could be easily accessed quickly rather
than looking through hundreds of messages in whatsapp.
5.2-External Communication with Client and
Other Design Teams
External communication with the client was in the form of RFI’s emailed to the client, this was a formal
mode of communication that provided all key aspects required to transmit ideas correctly to the client.
Files could easily be attached with small messages containing key info. Email was also the perfect
mode of communication between other teams as it was reliable and easily acquired as well as being
completely documented to a high standard for the requirements needed to convey RFI’s.
My team and I were satisfied with our design process and were happy to receive the grade that we
earned. Everything was completed to the best of our abilities and nobody in our team had let anyone
down or didn't do what they were held responsible for. Throughout this design process we have all
been able to develop a professional relationship with each other and this will be useful in the future
when we undertake new projects.
Tuckman, B. W. (1965). Tuckman's stages of group development
Thomas, K. W., & Kilmann, R. H. (June 1978). Thomas–Kilmann Conflict Mode Instrument
8-Appendix Continued