Diversity and Cultures Communication Technology Communication in Teams Quiz Topics for Week 2

Why is effective communication more important with an increasing diverse workforce? Diversity in the Workplace

GROUPTHINK

Workforce 2020, Hudson Institute PopulationPercentage 1995 Percentage 2005 Percentage 2020 Whites, non- Hispanics 76%73%68% Women46%48%50% Hispanic9%11%14% African- American 11% Asian- American 4%5%6% Diverse U.S. Labor Force

Improving Intercultural Sensitivity SymbolsAttitudes BeliefsExpectations ValuesNorms Culture Is A Shared System Behaviors Communication Thought Patterns

High-Context Cultures Low-Context Cultures Relational Linear CollectivistIndividualistic IntuitiveStraight forwardness Contemplative and relaxedAction-oriented and driven Subjective data is valuedObjective data is valued Position and status are valued more than competence Competence is more valued more than position and status Cultures

Japanese Arab Latin American Spanish Italian British French North American Scandinavian German Swiss Low Context High Context Cultures

U.S. Persons’ Views of Themselves Internationals’ Views of U.S. Persons Informal, friendly, casualUndisciplined, overly personal Equality advocatesInsensitive to status Direct, aggressive Blunt, rude, oppressive Efficient Obsessed with time; opportunistic Goal/achievement-oriented Promise more than they deliver Profit-oriented Materialistic Comparing U.S. and International Views

U.S. Persons’ Views of Themselves Internationals’ Views of U.S. Persons Resourceful, ingeniousWork-oriented; deals more important than people Individualistic, progressive Self-absorbed, equating “new” with “best” Dynamic, find identity in work Driven Enthusiastic, prefer hard-sellDeceptive, fearsome OpenUntrustworthy Comparing U.S. and International Views

Improving Workplace Sensitivity Assume Differences Take Responsibility Withhold Judgment Show Respect Practice Empathy

Seek Common Ground Send Clear Messages Deal with the Individual Learn When to Be Direct Observe and Learn Improving Workplace Sensitivity

Communication Technology Voice Technologies Virtual Agents Mobile Communication Networking Advances

Using Technological Tools Internet Mobile Computing Voice Mail Maintain Perspective Boost Productivity Reconnect with People

Communicating in Teams

Unit of two or more people who share a mission and responsibilities for working to achieve a common goal Definition of Team

What are Traits of Successful Teams?

Better decisions Faster response Increased productivity Greater “buy-in” Less resistance to change Improved employee morale Reduced risks Benefits of Teams

Overview of Teams AdvantagesDisadvantages Information and Knowledge Diversity of Views Solution Acceptance Improved Performance Groupthink Hidden Agendas Free Riders Increased Costs

Form teams of 4-6 people for class project teams, striving for diversity in the following areas: –Gender –Age –Ethnic background –Business focus Ensure that you have at least two common meeting times each week. Activity: Forming Your Team

Building Effective Teams

Model of Team Effectiveness: Forming a Team

In your teams, identify the following: Team strengths you bring to this team Previous knowledge/experience that can benefit the team What impedes your teamwork What motivates you Activity: Team Preferences

TeammateStrengthPrevious knowledge and experience What impedes your work What motivates you About the Team

Goals/Purpose of the Team: Goals/Purpose of the Team: Team Project Discussion Team Project Discussion

Task Roles Initiates ideas Shares equally in responsibilities in all parts of project Asks for and provides help when necessary Completes high quality work on time Roles of All Team Members

Relationship Roles Energizes the team Encourages participation Relieves tension Praises others Listens and clarifies Resolves conflict Gives feedback Roles of All Team Members

Effective Workplace Communication

Voting: team decision by vote Consensus: team decision with full agreement Authority Rule with Discussion (Consultative): one decision maker with input Averaging/Compromise: team decision through negotiation and blending of ideas; not all team members have full agreement Decision Making Methodologies

Medium Averaging/ Compromise Voting Authority Rule with Discussion (Consultative) Consensus Methodology Type Low (Winners and Losers) Fast HighFast HighestSlowest Commitment (Shared Ownership) Speed Comparison of Methodologies

The Internet as a Valuable Resource Valuable Resource

TypeTo find...Example Quotations around the two words all Web pages that have the typed words next to each other “Web marketing” A minus sign (-) or the word NOT in front of word to be excluded all Web pages excluding the typed word after the -sign or after the word NOT Inflation - currency Inflation NOT “currency” Advanced Searches

BACK UP SLIDES

Effective Meeting Communication

Meeting Technologies Groupware Web-Based MeetingsShared WorkspaceVideoconferencing Virtual TeamsVirtual Meetings

RolesResponsibilities Meeting Facilitator Schedule meeting Publish agenda Guide team through topics in a timely way; keep members on task Meeting ScribeTake minutes Publish minutes Meeting Participants Attend all meetings Be on time Actively engage in discussions Stay on the topic; focus on task Roles Needed for Effective Meetings

During the meeting Before the meeting Ending the meeting and following up Business and Professional Meetings

Determine your purpose. Decide how and where to meet. Organize an agenda. Include date and place, start and end times, topics in order of priority and names of people responsible, time for each topic, and meeting preparation expected of participants. Invite participants. Before

Conducting and Attending Meetings Stay on track Follow the rules Promote participation Participate actively Close effectively

Planning for Design Review Date: December 15 Time: 2-3pm Location: EY1-213 TimeTopicOutcomePresenter 2:00-2:05IntroductionsProject Team members know the new Tech Team members Troy 2:05-2:15Requirements review Clarity on the prioritized customer requirements Sue 2:15-2:45Design reviewA demonstration of the design at this point Questions answered Troy 2:45-2:55Next stepsConcerns understood and next steps defined to address concerns Project Team 2:55-3:00Planning for next meeting Future action items identified Next meeting agenda topics identified Troy Typical Meeting Agenda

As a team... Identify when and where to meet in your first meeting Develop an agenda for the meeting. Activity: Preparing for Team Meeting

Start the meeting on time. Summarize the meeting goal, provide background, offer possible solutions, review the tentative agenda, and announce ground rules. Move the meeting along by encouraging all to participate. When the group reaches a consensus, summarize and ask for confirmation. If conflict develops, encourage each person to speak and let groups decide on a direction to follow using effective conflict resolution skills. During

Conclude the meeting at the agreed time. Summarize decisions. Review deadlines and responsibilities for action items. Ending and following up

Minutes from Planning for Design Review Meeting Date/Time: December 15 from 2 to 3pm In Attendance: Troy, Sue, Dave, Cheryl, Kathe, Nick Assigned Tasks: By December 20, Troy will send presentation to team members Discussions: The customer requirements were reviewed Design demonstration was given Decision: A follow-up demonstration needs to be given in two weeks Next Steps/Meetings: The next meeting will be held in two weeks and will cover a follow-up demonstration showing more details of the design. Typical Meeting Minutes

For small groups, try "once around the table." Thank the group; establish a time and possible agenda items for the next meeting. Distribute minutes. Check to see that all assigned tasks are completed by agreed-upon deadlines. Ending and following up