1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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  E-mail and the web  Internet relay chat

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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