Defining Your Terms: speaking a common language

If all of the gift officers within an development/advancement office have a different idea of what the term "major gift" means, how can anyone expect the team to be high performing when they are not all speaking the same language. We tend to operate under the assumption that everyone knows exactly what we mean when we use a particular term.  It is the lack of well defined definitions that often leads to larger misunderstandings between colleagues.  The best way to remedy this is to create a list of all the common terms that are used, and define them ... IN WRITING.   Here are steps that one might take in order to compile, define, and distribute a definition list:

1.)  Figure out what all the common terms are.  While some of the terms may seem to have obvious definitions, do not assume that everyone would agree.  It is best to define all common terms to insure that there is no grey area on what something actually means. 
2.)  Do not create definitions in a vacuum.  You need to get input from key team members on how to define each term.  You want you definitions to take all aspects of the work into account.
3.)  If there is one term being used for multiple purposes, see if there is a unique term taht can be used for each purpose.  One term with multiple purposes is a recipe for confusion and misunderstandings, so try to avoid this if possible.  If you cannot avoid one term having multiple uses - you need to be very clear and very specific about the variations of the same term.
3.)  Once the definitions are done, run the list past top management in your department. Buy-in from the top is essential.
4.)  Debut the list in a team meeting.  Go through each definition, and have everyone ask questions and give input and feedback.
5.)  If necessary, refine a few of the definitions based on the feedback from the team meeting.
6.)  Distribute the document containing the shared definitions in a hard copy AND electronic copy.  You want this to be a reference document that sits on top of everyone's desk.
7.)  Review the list annually.  Over the course of a year, you may have new terminology, you may need to retire old terminology, and you may need to refine some previously defined term.