Chapter 2

Professionalism: Teamwork & Meeting

Universitas Ciputra

Business

Communication

: Pocess &

Product, 8e

Guffey & Loewy

Business

Communication

Even Semester 2014/2015 International

Business

Management

Why Form Teams?

Better Decision: 2 heads are better than 1

Faster Response: less layers/channels and approvals

Increased Productivity: familiarity w/ problem → correct solution

Greater Buy-In: More commitment towards decision(s) made

Less Resistance to Change: Willingness to execute decision(s)

Improved Morale: Team success affects individual morale/spirit

Reduced Risk: Less risk for each individual

The 4 Phases of Team Development

FORMING

STORMING

NORMING

PERFORMING

Forming:

● Getting acquainted

● Searching for similarities and bonds

● Polite and awkward

Storming:

● Defining roles and responsibilities

● Setting a team goal

● Setting up rules

Norming:

● Understanding reached

● Accepting differences

● Better communication and flow of info

Performing:

● Established routine and shared language

● Sense of belonging and loyalty

● Deadlines met, targets reached, team

prevailed

Positive Team Behaviors

• Set and follow rules• Discuss task and problems• Contribute info and ideas• Show interest and listen actively• Encourage participation• Defining points of agreement

Negative Team Behaviors

• Blocking of other ideas• Insult and criticism of others• Time wasting• Inappropriate jokes/comments• Failure to stay on task• Failure to participate/withdrawal

Reaching Group Decisions

Majority

Consensus

Minority

Averaging

Authority rule with discussion

6 Steps for Dealing w/ Conflict

1. LISTEN to ensure you understand the problem

2. Understand the POSITIONS of related parties

3. Show a CONCERN for the relationship

4. Look for areas of mutual AGREEMENT

5. Create problem-solving OPTIONS

6. Reach a fair agreement by choosing the BEST option

Planning a Productive MeetingWhen?

Important subject which requires an exchange of ideas

How?• Invite the right people• Distribute an agenda• Use a digital calendar for scheduling• Familiarize participants with technology

Running the Meeting

• Start on time and introduce the agenda.• Appoint a secretary or a note-taker.• Encourage participation.• Resolve conflict.• Summarize along the way.

Ending the Meeting and Following Up

• Review decisions made.• Distribute minutes of meetings.• Remind people of action items.

Minutes of Meeting

• Definition: Note/record about the result(s) of a meeting. Distributed to all participants. Acts as a written proof.

• Purpose: minimize conflicts, blame, or misunderstanding

• Content: Date and Time of Meeting, Meeting Agenda, Points of Discussion, Invitees (present and absent), Decisions (things to do, PIC, deadline, etc)

Being a Productive Participant• Arrive early and come prepared.• Have a positive attitude.• Contribute respectfully.• Wait for others to finish.• Keep your voice calm and pleasant, yet energetic.• Give credit to others.• Use electronic devices only for meeting-related

tasks.• Help summarize.• Express your views during the meeting, not after.• Complete assigned tasks.

Virtual Meetings:Audio Conference

• Simple & effective• Most commonly-used collaborative tool in

business• Tools include enhanced speakerphone,

telephone, and mobile phone.• Also known as voice conferencing,

teleconferencing, conference calling, and phone conferencing.

Virtual Meetings:Video Conference

• Participants can see each other and small product details.

• Collaborators connect in real time.• Expensive tele-presence rooms (e.g. Cisco’s)

are extremely life-like• Organizations reduce travel expenses, travel

time, greenhouse gases, and worker fatigue.• Tools include video, audio, and software.

Virtual Meetings: Web Conference

• Similar to VC, but may work with/out transmission of images

• Inexpensive and easily accessible• Used to share electronic documents and

demonstrate products• Participants interact in real time• Tools include computer, internet access,

software, and webcam