Chapter 2 Communicating in Groups and Teams Mary Ellen Guffey, Business Communication: Process and Product, 5e Copyright © 2006

Why form groups and teams? Better decisions Faster response Increased productivity Greater “buy-in” Less resistance to change Improved employee morale Reduced risks Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Norming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Norming Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Norming Performing Mary Ellen Guffey, Business Communication: Process and Product, 5e

Four Phases of Team Development Forming Storming Norming Performing Mary Ellen Guffey, Business Communication: Process and Product, 5e

Characteristics of Successful Teams Small size, diverse makeup Agreement on purpose Agreement on procedures Ability to deal with conflict Use of good communication techniques Ability to collaborate rather than compete Shared leadership Mary Ellen Guffey, Business Communication: Process and Product, 5e

Roles Played by Team Members Task Roles Initiator Information seeker/giver Opinion seeker/giver Direction giver Summarizer Diagnoser Mary Ellen Guffey, Business Communication: Process and Product, 5e

Roles Played by Team Members Energizer Gatekeeper Reality tester What kinds of statements might be made by these role players? Mary Ellen Guffey, Business Communication: Process and Product, 5e

Roles Played by Team Members Relationship Roles Participation encourager Harmonizer/tension reliever Evaluator of emotional climate Praise giver Empathic listener What kinds of statements might be made by these role players? Mary Ellen Guffey, Business Communication: Process and Product, 5e

Roles Played by Team Members Dysfunctional Roles Blocker Attacker Recognition-seeker Joker Withdrawer What kinds of statements might be made by these role players? Mary Ellen Guffey, Business Communication: Process and Product, 5e

Skills for Team Leaders Task Relationships Goal setting Agenda making Clarifying Summarizing Verbalizing consensus Establishing work patterns Following procedures Mary Ellen Guffey, Business Communication: Process and Product, 5e

Skills for Team Leaders Interpersonal Relationships Regulating participation Maintaining positive climate Maintaining mutual respect Instigating group self-analysis Resolving conflict Instigating conflict Mary Ellen Guffey, Business Communication: Process and Product, 5e

Methods for Reaching Group Decisions Majority Consensus Minority Averaging Authority rule with discussion What are the advantages and disadvantages of each method? Mary Ellen Guffey, Business Communication: Process and Product, 5e

Common Conflict Response Patterns Avoidance/withdrawal Accommodation/ smoothing Compromise Competition/forcing Collaboration/ problem-solving Mary Ellen Guffey, Business Communication: Process and Product, 5e

Six-Step Procedure for Dealing With Conflict Listen. Understand the other point of view. Show concern for the relationship. Look for common ground. Invent new problem-solving options. Reach a fair agreement. Mary Ellen Guffey, Business Communication: Process and Product, 5e

Strategies for Effective Conflict Resolution Clear the air. If you’re on a team with someone who seems consistently irritated with you, ask for a private meeting. Solicit feedback; listen without interrupting and with an open mind. Request permission to respond with equal openness. Mary Ellen Guffey, Business Communication: Process and Product, 5e

Planning and Participating in Meetings Before the meeting Consider alternatives. Is a meeting necessary? Invite the right people. Include . . . those who have information. those who can make decisions. those who must implement decisions. Distribute an agenda. Mary Ellen Guffey, Business Communication: Process and Product, 5e

Planning and Participating in Meetings During the Meeting Start on time and introduce the agenda. Appoint a secretary and a recorder. Encourage balanced participation. Confront conflict frankly. Summarize points of consensus along the way. Mary Ellen Guffey, Business Communication: Process and Product, 5e

Planning and Participating in Meetings Ending the Meeting and Following Up Review meeting decisions. Distribute minutes of meeting. Remind people of action items. Mary Ellen Guffey, Business Communication: Process and Product, 5e

Collaboration Technology Facilitates Meetings Audioconferencing (teleconferencing) Videoconferencing Desktop conferencing Media conferencing Internet relay chat Webcasting Mary Ellen Guffey, Business Communication: Process and Product, 5e

Collaboration Technology Facilitates Project Meetings Software programs help managers Identify project phases Clarify goals Establish deadlines Anticipate obstacles Mary Ellen Guffey, Business Communication: Process and Product, 5e

Collaboration Technology Facilitates Decision Support “Digital dashboards” help managers Gather more data in shorter time Crunch information in near real-time Analyze information easily and quickly Forecast business performance Explain shifts in performance Make informed decisions Mary Ellen Guffey, Business Communication: Process and Product, 5e

End Mary Ellen Guffey, Business Communication: Process and Product, 5e