1. Chapter 11: Group Decision Making and Problem Solving
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2. Decision Making and Problem Solving
Passing judgment on an issue under consideration
The act of reaching a conclusion
Problem Solving
A process in which groups analyze a problem and develop a plan of action for solving the problem or reducing its harmful effects
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3. Prerequisites for Effective Decision Making and Problem Solving
Clear Purpose
Quality Content
Structured Procedures
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4. Decision-Making & Problem- Solving Prerequisites
Clear Goal
Structured Procedures
Quality Content
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Clarify Your Purpose
Question of Fact
Question of Value
C. Question of
Conjecture
D. Question of Policy
__ Should the U.S. provide health care for all citizens?
__ How many Americans lack health insurance?
__ Will stem cell research help cure diseases?
__ Is the Canadian health care system better than the U.S. system?
Answers: D, A, C, B
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Quality Content
“The ability of a group to gather and retain a wide range of information is the single most important determinant of high-quality decision making.”
Randy Hirokawa, Group Communication Scholar
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Research and Content
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8. Structured Procedures
Benefits of Structured Procedures
Balanced Participation
Effective Conflict Resolution
Clear Organization
Group Empowerment
Structured procedures are “the heart of group work and the most powerful tools we have to improve the conduct of meetings.”
Scott Poole, Group Communication Scholar
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Groupthink
The deterioration of group effectiveness that results from in-group pressure
Highly cohesive groups are at greater risk of succumbing to groupthink.
Irving Janis identifies eight symptoms and expressions of groupthink.
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10. Symptoms of Groupthink
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11. Examples of Groupthink?
Which, if any, of the following events resulted from Groupthink?
The U.S. Bay of Pigs (Cuba) invasion.
The Challenger Space Shuttle disaster.
The failure to heed intelligence about an imminent attack on the U.S. in 2001.
The U.S. decision to invade Iraq in search of weapons of mass destruction.
Note: Researchers have suggested that the first two fiascos resulted, in large part, from groupthink.
The “jury” is still out on the 3rd and 4th examples. Based on the symptoms of group think, ask the students to express their opinions.
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Avoiding Groupthink
Assign several members to work on the same problem independently.
Invite an expert to join the group periodically to provide constructive criticism.
Periodically invite an expert to the meeting and encourage constructive criticism.
_________________________________
Every member should assume the role of critical evaluator: ask questions, offer reasons for their positions, express disagreement, and evaluate one another’s ideas.
Before finalizing a decision, give members a second chance to express any lingering doubts.
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PowerPoint Quiz
Which symptom of groupthink is expressed when a member confronts another by saying “What does she know? She’s new to the group.”
Rationalization
Self-censorship
Mindguarding
Pressure on dissent
Illusion of Invulnerability
Answer: D
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14. Decision-Making Methods
Voting. Majority or two-thirds vote. Some members win, but others lose.
Consensus. When all group members agree to support a group decision
Authority Rule. When a single person or group of people outside the group makes a final decision, with or without recommendations from the group
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Voting
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Consensus Guidelines
Listen carefully to others.
Don’t change your mind to avoid conflict or to reach a quick decision.
Welcome differences of opinion.
Avoid agreeing to a false consensus.
_____________________________.
Other Guidelines:
If there is a deadlock, try to find the next best alternative that is acceptable to all.
Try to be logical rather than emotional.
Don’t give in, especially if you have a crucial piece of information to share.
Do not agree to a decision you can’t possible support.
Don’t use easy ways of reaching a decision or solution such as flipping a coin, letting the majority rule, or trading one decision for another.
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Consensus Guidelines
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Consensus Guidelines
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19. Ethical Group Decision Making
The Research Responsibility. Be well-informed and prepared with good information.
The Common Good Responsibility. Look beyond your needs and consider others.
The Reasoning Responsibility. Avoid presenting faulty arguments. Build valid arguments. Recognize fallacies.
The Social Code Responsibility. Promote an open and supportive climate.
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20. Decision-Making Styles
__ I often make impulsive decisions.
__ When a decision is important, I often seek the opinions of others.
__ I make logical decisions in a systematic way.
__ When making a decision, I usually trust my feelings or gut instincts.
__ I tend to put off decisions that make me uncomfortable or that are unpleasant.
Rational
B. Intuitive
C. Dependent
D. Avoidant
E. Spontaneous
Answers: E, C, A, B, D
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21. Match Technology and Purpose
Types of Technology
Purposes of Meeting
Audio Conference
Bulletin Board
Video Conference
Electronic Meeting System
___ Information Sharing ___ Discussion and Brainstorming ___ Decision Making and Problem Solving ___ Collaborative Project (analyze data, develop a design, etc.)
Information Sharing: Effective with all types of technology
Discussion and Brainstorming: Effective with videoconferences and electronic meeting systems; Not effective with
Decision Making and Problem Solving: Effective with videoconferences; Somewhat effective with other technologies
Collaborative Project: Effective with videoconferences and electronic meetings systems: Not effective with other technologies
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22. Problem Solving Methods
Brainstorming
Decreasing Options Technique
The Standard Agenda
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Brainstorming
Brainstorming . . .
can generate many ideas in a short period of time.
works best when members are comfortable with a freewheeling process.
can fail if members are self-conscious and sensitive to implied criticism.
can enhance creativity and produce numerous worthwhile ideas.
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24. Brainstorming Guidelines
Sharpen the Focus with Clear Questions of Problem Statements
Display Ideas for All to See
Number the Ideas
Encourage Creativity
Emphasize Input, Prohibit Put Down
Build and Jump to New Ideas
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25. Brainstorming Techniques
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27. Decreasing Options Technique
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28. Decreasing Options Technique (DOT)
DOT helps groups reduce and refine a large number of ideas into a manageable set of options.
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The Standard Agenda
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30. Fact Finding and Analysis
Standard Agenda: Step 3 Questions
What are the facts of the situation?
What additional information or expert opinion do we need?
How serious and/or widespread is the problem?
_________________________________
What are the causes of the problem
What prevents or inhibits us from solving the problem?
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31. Motivating Multicultural Members
What strategies may help motivate members from the following cultures?
Individualistic or Collectivist cultures
High- or Low-Power cultures
Masculine or Feminine cultures
High- or Low-Context cultures
Monochronic or Polychronic cultures
See the Communication & Culture feature: Motivating Multicultural Group Members on p. 229 for a variety of motivational methods.
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32. Why Do So Many People Dread Meetings?
The meeting was unnecessary.
The meeting wasted a lot of time.
The meeting didn’t use or follow an agenda.
_____________________________.
Additional reasons are NOT in the textbook. This slides gives students the opportunity to complain about poorly run meetings.
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Effective Meeting
Chairperson
Structured
Scheduled
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5 Ws of Meeting Planning
Why Are We Meeting?
Who Should Attend?
When Should We Meet?
___________________________?
Where Should We Meet?
What Materials Do We Need?
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Quotable Quote
Careful planning can prevent at least 20 minutes of wasted time for each hour of a group’s meeting.
Karen Anderson, Making Meetings Work
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Sources: Isa N. Engleberg and Dianna R. Wynn, Working in Groups: Communication Principles and Strategies, 5th ed. (Boston: Pearson/Allyn and Bacon, 2010), pp ; Sharon M. Lippincott, Meetings: Do’s, Don’ts and Donuts (Pittsburgh: Lighthouse Point Press, 1994), pp
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The Need for Agendas
Agenda. The outline of items to be discussed and tasks to be accomplished during a meeting
An agenda . . .
is an organizational tool.
helps members prepare for a meeting.
is a time management tool.
provides a measure of success.
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38. Sample Business Agenda
Purpose of Meeting/Names of Attendees
Date, Time, and Place of Meeting
Call to Order
Approval of the Agenda and Minutes
Individual and Committee Reports
Unfinished Business
New Business
Announcements
Adjournment
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“Taking” the Minutes
The minutes of a meeting are . . .
the written record of a group’s discussion and activities.
legal documents as well as historical records of an organization’s business.
a way to share proceedings with members who don’t attend.
a way to prevent disagreement over member assignments & group decisions.
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40. Communication Assessment
Group Problem-Solving Competencies
Evaluate the quantity and quality of member participation in a problem-solving discussion using the following rating: E=Excellent; S=Satisfactory; U=Unsatisfactory
____ Clarifies the Task: Helps the group clarify the overall goal as well as member roles and responsibilities.
____ Maintains Supportive Climate: Collaborates with and appropriate supports other group members.
These are two of the ten items in the Group Problem-Solving Competencies instrument on p Use this slide to help explain how to use this instrument.
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41. TEST Your Knowledge
Which of the following groups is primarily responsible for solving a problem?
A jury
A hiring committee
A department’s social committee
A toxic waster disaster team
See p. 215 for more review questions.
Answer: C
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