Team Onboarding: Building Strong, Inclusive Teams

We often jump into collaborations assuming shared understanding of what needs to be done and how to communicate with each other. However, this frequently leads to misunderstandings and conflicts. Taking time upfront to get to know each other, clarify terminology, and establish norms pays dividends throughout the project lifecycle.

This guide provides practical and inclusive tools for working together in digital spaces across different disciplines, cultures, and time zones.

A. Introduce Each Other and Become a Team

Share Essential Information

Building cultural and temporal awareness starts with understanding who your teammates are:

• Full names, roles, and preferred pronouns
• Working hours, holidays, and time zones - Be explicit about availability
• Locations - Understanding geographic distribution helps with scheduling
• Contact preferences - How and when people prefer to be contacted, and expected response times

Build Personal Connections

Share something personal to strengthen connections and build resilience for potential difficulties ahead. Try asking for:

• A thing in the room or “out of the pocket” that’s visible to others and what it means to the person
• The last book or movie that impressed you and why
• The best thing that happened since you last met

Discuss Backgrounds and Expertise

Each member briefly presents their:

• Disciplinary background
• Strengths and interests
• What unique perspectives or skills they bring to the team

This helps uncover complementarities and potential synergies.

Clarify Motivation and Goals

Create space to discuss:

• Why are team members here? What do they hope to achieve or learn?
• What else are people working on? What time and resources will be available?
• What are some “dos and don’ts” based on previous experiences?

Maintain Online Profiles

Keep profiles accessible where people can find:

• Contact information
• A personal statement about your work
• When and how to connect with you
• Your role in the project

Align Team Values

Building trust and creating a foundation for teamwork starts with shared values. You can:

1. Use the EBRAINS Code of Conduct as a starting point

   • Read through it together
   • Reflect and adapt it to your specific needs
   • Discuss any additions or clarifications needed

2. Or create your own using the step-by-step guide below

Aligning Team Values: A Step-by-Step Guide

Depending on your starting point and number of participants, you’ll need 30–60 minutes. Prepare a shared whiteboard and/or live polling tool (e.g., Mentimeter, Slido) beforehand.

Step 1: Individual Reflection (5–10 min)

Option A: Let people read the EBRAINS Code of Conduct and note what they agree or disagree with, or what might be missing.

Option B: Ask each team member to reflect individually and write down 3–5 values they believe are important for effective and respectful teamwork.

Examples: Respect, Being on Time, Transparency, Accountability, Equity, Creativity, Open-mindedness, Psychological safety, Cultural Awareness, Clarity, Flexibility.

Use a shared board or document where everyone posts anonymously (if possible) or use a live poll.

Step 2: Group Sharing & Clustering (10–15 min)

• As a group: Look at all submitted values
• Group similar ones into themes (e.g., “honesty,” “transparency,” and “openness” might form a cluster)
• Name each cluster together
• Ask each participant which value is not negotiable
• Focus on non-negotiable values. Ask for examples and explain how this value can be identified when collaborating

Step 3: Prioritize Core Values (10–15 min - Optional)

• Reflect: Which values will help you most to collaborate despite differences?
• Vote or discuss to select 3–5 core values that will define the team’s shared approach
• Ensure all non-negotiable values are covered
• If necessary: Ask members to share a brief story of when a value was violated in past teamwork and what to do about it

Step 4: Create a Team Charter or Adapt the Code of Conduct (15–30 min)

• Co-create a simple team values charter or adapt the EBRAINS Code of Conduct based on your findings
• Add examples of how you identify these core values in everyday activities/behaviors
• Anticipate challenges and describe actions that can help navigate them
• Agree on follow-up procedures on how to hold team members accountable

B. Agree on When and How to Communicate

Clarify Personal Preferences and Needs

Discuss openly:

• How and when people prefer to be contacted
• Expected response times - What’s urgent vs. what can wait?
• Polite communication styles - Is short and direct okay, or should feedback always be paired with appreciation?
• Specific holidays and further obligations people might have

Set Shared Norms for Online Meetings

Discuss and agree on:

• Camera/microphone etiquette - Not everyone feels comfortable with cameras on
• Hand-raising and turn-taking - How will you manage speaking turns?
• Language support - Consider closed captions or interpreters if needed
• Facilitation rotation - Who takes notes? Who facilitates?
• Recording policy - Only with permission, and clarify how recordings will be used

Ensure Digital Accessibility

Check whether all tools used are accessible for:

• Screen readers
• Mobile access
• Low-bandwidth connections
• Different operating systems

Adapt whenever needed and ask team members about their specific needs.

Navigate Time Zones and Scheduling

Use tools like:

• World Time Buddy to compare time zones
• When2Meet to find common availability

Best practice: Rotate meeting times fairly if team members span many time zones. No one timezone should consistently bear the burden of inconvenient meeting times.

Establish Meeting Rhythm

Better to meet more often for short periods than to wait too long between meetings.

Consider adopting agile methodologies with regular check-ins (e.g., daily standups, weekly sprints).

C. Clarify Goals, Roles, and Responsibilities

Create a Shared Project Brief

Document clearly:

• Objectives
• Timelines
• Deliverables
• Success criteria

Make this accessible to all team members and update it as the project evolves.

Assign Roles Equitably

Match tasks to team members’ skills and interests, ensuring:

• No one is marginalized or excluded from meaningful work
• No one is consistently overloaded
• Everyone has opportunities to develop new skills
• Workload is distributed fairly

Define Responsibilities and Processes

Clearly outline:

• Who is responsible for what
• Deadlines and milestones
• Conflict resolution steps
• Reference to your Code of Conduct

Acknowledge Disciplinary Differences

In interdisciplinary teams, take time to discuss:

• How knowledge is constructed in different fields
• Different research methodologies and what counts as “evidence”
• Varied publication and dissemination practices
• Different expectations around authorship and credit

For more on building shared understanding across disciplines, see Building Shared Understanding.

Create a Terms of Reference (ToR)

For working groups, committees, or formal teams, a Terms of Reference document provides clear structure and accountability.

Terms of Reference Template

A ToR outlines core goals, procedures for selecting members, voting for chairs, and decision-making processes.

1. Objective

Example: This working group aims to [specific goal] and will ensure that all activities align with our ethical principles and core values of excellence, equity, diversity, and inclusion.

2. Roles and Responsibilities

• Monitoring and Reporting on progress
• Strategic Oversight: Provide guidance and approval on major decisions
• Review of Practices: Ensure all activities adhere to our Code of Conduct
• Conflict Resolution: Address conflicts ensuring fair and transparent processes
• Ensuring Competences: All members agree to undergo related training and obtain additional expertise if required

3. Composition and Membership

• The Working Group consists of N members representing the following competencies: [list competencies]
• Members represent diverse disciplines, nationalities, cultural backgrounds, and are preferably gender balanced
• Nomination Process: Open call for nominations, including self-nominations. Nominations should be supported by a brief rationale and summary of qualifications
• Selection Committee: Comprises previous members and neutral external advisors, ensuring diversity and inclusion criteria are met
• Term Length: Members should be able to collaborate for at least [N months/years]

4. Voting for Chairs (or Coordinators)

• The Working Group will have a Chair and a Co-Chair who monitor responsibilities and represent the team
• Each member can nominate candidates, who must confirm their willingness within two weeks
• Voting procedure: First-placed person becomes Chair, next-placed person of different gender becomes Co-Chair
• Term: Co-Chairs serve for [time period] and can be re-elected once

5. Working Principles and Decision-Making

• The Working Group is coordinated by [role/person]
• Communication happens via [platform], with all information and results stored in a [repository location] accessible for [n years]
• If members bring topics requiring confidential treatment, the group is bound by confidentiality
• Meeting Frequency: [e.g., quarterly, monthly, as required]
• Agenda and Minutes: Circulated at least two weeks before meetings. Minutes taken by [role] and approved in next meeting
• Quorum: Two-thirds of members must be present for decision-making
• Voting: Decisions made by majority or 2/3 vote. In case of tie, Co-Chairs have casting vote
• Consideration for EEEDI: All decisions reviewed for ethical impact, especially on gender equality, equity, diversity, and inclusion

6. Declaration of Interests

When issues involve potential conflicts of interest, affected members should disclose this and not participate in specific discussions. Conflicts can be reported orally or in writing and noted in meeting minutes.

7. Amendment of ToR

These ToR can be amended with a two-thirds majority vote of the members.

8. Dissolution

The Working Group may be dissolved or restructured by consensus decision of its members and main stakeholders, or when the related project or task ends.

D. Reflect and Adjust Regularly

Be Open to Course-Correcting

Adapt tools, norms, or workflows based on team needs or unforeseen challenges.

Consider Different Ways to Give Feedback

Give everyone the chance to prepare for feedback rounds by establishing guiding questions:

• Clockwise rounds: Ask everyone what they perceive as positive, what raises concerns, and what needs clarification
• Anonymous questionnaires or polls, depending on team size and topics
• Written reflections followed by group discussion

Check Power Dynamics

Watch for dominance (disciplinary, linguistic, geographic) and:

• Rotate leadership or speaking roles if appropriate
• Ensure quieter voices are heard
• Be aware of whose ideas get credit

Check for Fair Workload

Regularly assess:

• Are tasks distributed equitably?
• Does everyone have fair opportunities to contribute?
• Are there opportunities to develop talents further?
• Is anyone consistently taking on invisible labor (note-taking, organizing, etc.)?

Initiate Regular Feedback Rounds

At least halfway through your project or collaboration, revisit your values:

• Are we living up to them?
• Do they still reflect our goals?
• What needs adjustment?

Use anonymous surveys or open discussions to assess how the team feels about progress, inclusion, and collaboration.

For ongoing reflection practices, see Reflection and Feedback.

Quick Reference Checklist

Use this checklist when onboarding new team members or starting new projects: