Communicating in Communicating in Groups and TeamsGroups and Teams

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 2

Planning and Planning and ParticipatingParticipatingin Meetingsin Meetings

Before the meeting• 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, 4e Ch. 2, Slide 3

Planning and Planning and ParticipatingParticipatingin Meetingsin Meetings

During the Meeting• Start on time and introduce the agenda.• Appoint a secretary/NOTULIST and a

recorder.• Encourage balanced participation.• Confront conflict frankly.• Summarize points of consensus along

the way.

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 4

Planning and Planning and ParticipatingParticipatingin Meetingsin 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, 4e Ch. 2, Slide 5

Roles Played by Team Roles Played by Team LEADERLEADER

Task Roles• Initiator• Information seeker/giver• Opinion seeker/giver• Direction giver• Summarizer• Energizer

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 6

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 LEADER?

Roles Played by Team Roles Played by Team LEADERLEADER

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 7

Skills for Team LeadersSkills 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, 4e Ch. 2, Slide 8

Skills for Team LeadersSkills for Team Leaders Interpersonal Relationships• Regulating participation• Maintaining positive climate• Maintaining mutual respect• Instigating group self-analysis• Resolving conflict• Instigating conflictBased on Cragan and Wright, Communication in Small Groups, 5e, Wadsworth, 1999.

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 9

Methods for Reaching Methods for Reaching Group DecisionsGroup 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, 4e Ch. 2, Slide 10

JIKA ADA CONFLICT ?JIKA ADA CONFLICT ?

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 11

Strategies for Effective Strategies for Effective Conflict ResolutionConflict Resolution

1. When attacked, negotiate rather than escalate.

• Separate the issue from the person.• Act as if the other side does not want to harm you

personally.

2. Use the third person.• Avoid “you” and “I” statements.

Not: You never come prepared, and I’m sick of it.But: It’s hard to discuss this without all the facts.

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 12

Strategies for Effective Strategies for Effective Conflict ResolutionConflict Resolution

3. Work to maintain a calm tone of voice.

• Stay away from provocative verbal emphasis.Not: It’s HARD to discuss this without ALL the facts.

4. Practice compassionate, helpful feedback.

• Focus on behaviors, not attitudes.• Talk about things that can be changed.

Not: Stop being aggressive!But: It would be easier to respond if you lowered your voice.

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 13

Strategies for Effective Strategies for Effective Conflict ResolutionConflict Resolution

5. Avoid sending threatening signals.• Don’t engage in sustained eye contact.• Keep hand gestures to a minimum.

6. Don’t use “First Strike” language.You always . . . or If you really . . . or Try to

understand . . .

7. When provoked, try a listening check.

Calmly and respectfully restate both sides of the argument.

Take time to walk around the topic–and cool off.

Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 2, Slide 14

Strategies for Effective Strategies for Effective Conflict ResolutionConflict Resolution

8. 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, 4e Ch. 2, Slide 15

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