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

2. 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

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

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

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

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

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

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

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

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

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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. 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

22. 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

23. 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

24. 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

25. 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

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

27. 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

28. 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

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