Multimedia Communication Group Management CP586 © Peter Lo 2003

Groups and Teams A group is two or more interacting and interdependent individuals who come together to achieve a set of particular objectives. Working in a group is an experience that is an integral part of the IT industry. People join teams for security, status, self-esteem, affiliation and power. CP586 © Peter Lo 2003

Why Use Teams? Allows management to think strategically. Increases performance and the speed of decision making. Facilitates workforce diversity. Teams eliminate waste and duplication. Teams generate more flexibility and enhance co-operation. The Sum of the whole ... CP586 © Peter Lo 2003

Well Organised Team Members interact with one another. Members have an awareness of a group identity and boundary. Members have a common task or goal. Members have a minimum set of values, roles and norms which regulate their interaction and differentiate them from other groups. CP586 © Peter Lo 2003

Group Goals Groups exist for the purpose of achieving specific goals. A group may even be defined as a number of individuals who join together to achieve a mutual goal. Goals must be clearly defined as a group is formed. Meetings can often be used to track progress towards these goals. CP586 © Peter Lo 2003

Group Life Cycle Pre-group: First Lecture. Forming: Second lecture, test norms. Storming: Conflict and personal agendas.. Norming: Tolerance of differences. Norms are established. Performing: Group structure/Identity formed and members get to work. Termination. CP586 © Peter Lo 2003

Important Group Concepts Baggage: ideas, beliefs, opinions, feelings, desires, patterns, hopes and fears. Some baggage may be an impediment to success and may need to be addressed. Trust and identity are often formed through sharing and working in a relaxed environment. Communication and team meetings. CP586 © Peter Lo 2003

Communication Your first group meeting should: Establish group goals. Develop plans for achievement. Organise human and other resources in the most effective and efficient way. Select develop and appraise members of the group. CP586 © Peter Lo 2003

Communication Ongoing meetings should: Lead, direct, motivate and create an environment in which people want to contribute. Control performance and review goals. Develop an accurate time line. Delegate specific tasks. CP586 © Peter Lo 2003

Communication Ineffective Behaviour Blaming others and refusing to accept responsibility. Put people down and judging them. Interrupting communication. Shifting blame and diverting the discussion to avoid confrontation. Reacting defensively. Suppressing feelings. CP586 © Peter Lo 2003

Communication Effective Behaviour To begin effective communication, try to start on a positive note. Active Listening. Creating Safety and a comfortable working environment. Group members should be able to calmly discuss conflict without fear of reprisal. CP586 © Peter Lo 2003

Decision Making Group members should debate issues and apply conflict resolution techniques. Groups should have a clear understanding of how decisions will be made. Decisions can be made by Consensus, majority vote, decision by leader after group discussion, decision by leader alone, decision by an expert. CP586 © Peter Lo 2003

Personal Negotiating Skills Thorough preparation. Knowledge of subject and process in hand. The ability to think quickly and clearly. Express thoughts clearly. Be a good active listener. Display sound judgement. Honest, persuasive, patient and assertive. CP586 © Peter Lo 2003

Decision Making Decision by authority without discussion. Expert member. Decision by authority with discussion. Average of members opinions. Majority control. Minority control or delegation. Consensus. CP586 © Peter Lo 2003

Decision Making Which of the techniques on the previous page would be: Efficient. Fair. Appropriate. Likely to produce harmony within a group. Likely to create conflict. CP586 © Peter Lo 2003

Conflict Conflict in groups is normal and inevitable. Conflict can range from constructive criticism to an angry outburst. Conflict can be avoided by attending to group maintenance and creating a set of social norms or ground rules. Escalation of conflict can lead to anger, resentment and lack of co-operation. CP586 © Peter Lo 2003

Averting Conflict Develop a set of ground rules that everyone can adhere to. Have a formal and transparent decision making process. Keep records of decisions, meetings and policy discussions. Create an environment where people feel as though they belong and can contribute. CP586 © Peter Lo 2003

Group Problems Why is the following behaviour inappropriate: Blaming. Group factions and alliances. CP586 © Peter Lo 2003

References Harvey, J. 1994. Group Participation. Hunter, D. 1996. The Facilitation of Groups. Tyson, T. 1989. Working With Groups. Villamil-Casanova, J. 1997, Multimedia, An Introduction. CP586 © Peter Lo 2003