Communicating in Groups and Question and Answer Sessions Lecture 9

Working in groups Group members share a mission and responsibility Companies that work in teams greatly raise the level of their work 5 people together are more likely to produce a better answer than 1 person

Different kinds of teams Temporary specific problem focused Long-term “committees” deal with more permanent problems Virtual teams may involve workers from many countries putting their minds together

Challenges to working in teams Groupthink- just doing what the group wants -the first person who speaks is not the most right-express ideas freely Free riders- people that don’t do the work -common with different ability levels and interest levels Scheduling- planning a time that works for everyone

Different Roles People Play in Teams Bad Controlling Uncooperative Attention Seeking Focus Breaking Good Encouraging Information Collecting Conflict Relieving Compromising Idea Connecting

Different Roles People Play in Teams Often not permanent It is the job of the team to keep members in good roles

The ideal team Many different abilities and viewpoints A great willingness to cooperate -“team spirit” Deals with conflict openly, constructively, and politely Remains focused Reaches decisions by consensus

Conflict Sources -competing for roles -disagreements about work -misunderstanding Uses -comparing ideas against each other Possible Harmful effects -destroying “group spirit” and much more…

Dealing with Conflict Work for a “win-win” consensus Avoid choosing sides Be reasonable and respectful Be understanding, empathize (表同情) Fix any bad feelings

Team members should… Share opinions freely Divide the jobs: A Few Possible Jobs -leader-if needed to promote organization -researcher -note-taker -lead presenter

Team members should… Be friendly good listeners Take into account emotional needs of other members as well as facts and ideas Place blame on situations not people Be adaptable- if someone talks too fast talk a little faster yourself

Question and Answer Session

Question and Answers At the end of a speech or presentation Or during, if that is the company culture or the presenter offers to take them Should be seen as a chance to make argument clearer and stronger

Be ready for questions Think of what questions may be asked Bring extra information or items to help answer questions Consider other ideas than your own on a topic before Q and A

If you don’t know… Be honest- no one knows everything Offer to get the answer later Suggest another source for the answer Ask experts in the room to handle questions that suit them

Kinds of Questions Difficult to Understand Questions -ask asker to simplify and say the question back to be sure “Questions” that make a point of their own -do not get into an argument but consider expressing your opinions politely and continuing Hostile Questions -stay unemotional but do not completely ignore feelings

When trying to persuade… Be especially thorough when planning for questions Use answers as a way to strengthen your argument and overcome resistance Be careful nodding your head or saying “right” when listening - this looks like you agree

Remember that a presentation is about the whole audience Don’t focus too much on single people Be sure that everyone is learning and can ask questions Some questions may just help a few people – limit time on them

When answering questions… Repeat question to show that you understand it before answering Usually relate answers to the main point of the presentation Use supporting information that you could not put in your presentation Give simple, direct answers if possible Remember, a polite business-like way is as important as always