Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–1 Chapter 13 Work group/team effectiveness
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–2 Working in a group/team Collection of people Particular task Make decisions, plan, achieve goals
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–3 Factors affecting a group Group size Interpersonal skills Cultural differences and beliefs
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–4 Types of work groups A formal group Committee, department, section An informal group Interest or friendship groups
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–5 Types of teams A project work team A participative work team A self-managed team
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–6 Advantages of teams More people involved Morale and motivation Job satisfaction Deal well with difficult problems
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–7 Disadvantages of teams Longer to make a decision Longer to take action Time to develop
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–8 Team environment Quiet environment Good seating arrangement Small size
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–9 Team building techniques Group size Group matched to task Group cohesion Group contribution Group objectives Group structure Leadership Intelligence Social maturity Motivation Confident Communicator Commitment
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–10 Team decision making Authoritative decisions Consensus decisions Majority decisions Compromise decisions
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–11 Tuckman stages Team forming Team storming Team norming Team performing
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–12 Communication in teams Sender Message Receiver Feedback Verbal Non-verbal Communication channel Context Noise or interference
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–13 Group problem solving Greater knowledge More approaches Increased acceptance Better comprehension
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–14 Conflict Interpersonal conflict Substantive conflict Emotional conflict
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–15 Conflict resolution
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–16 Quality circles Figure 13.1 Problem-solving in a quality circle
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–17 Organising meetings
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–18 Why are meetings necessary? Valuable group communication Synergy and brainstorming Different perspectives Need to be handled correctly
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–19 Other names for “meeting” A committee or sub-committee A convention A conference A seminar
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–20 Meetings and technology Videoconferencing and the web Internet relay chat
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–21 Informal meetings Held in any convenient location No agenda No chairperson No rules and regulations No formal records Held on an ad hoc basis
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–22 Formal meetings A notice An agenda A prearranged time A prearranged location Invited members Predetermined rules and regulations Official minutes An appointed chairperson
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–23 Formal meeting protocol Questions through the chair Remain seated while chairperson speaks Rise to address chairperson Rise to propose a motion One person speaks at a time One motion put at a time
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–24 Styles of meetings Decision making Brainstorming Information Opinion seeking Motivational or team-building Sales Mutual interest
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–25 Organising a meeting Location Timing Setting the date Informing Prepare documentation
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–26 Notice of meeting and agenda Figure 13.4 Formal notice of meeting and agenda
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–27 On the day of the meeting Receptionist advised Switchboard operator informed of staff attendees A “meeting in progress” notice placed on door
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–28 Preparation of meeting room Clock Pens and paper Iced water Agenda copies Tape recorder Chairperson’s agenda Refreshments Other documents Minute book Calendar/diary Meeting rules Proxies and apologies Ballot papers
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–29 Meeting preparation Figure 13.5 Meeting preparation
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–30 Meeting process Quorum check Open the meeting Agenda items Votes
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–31 Minutes Members present Apologies Minutes of last meeting Matters arising Correspondence Reports Agenda items Any other business Closure Date and place of next meeting
Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 13–32 Sample of minutes Figure 13.6 Minutes of a meeting