Bài giảng Business and Administrative Communication - Chapter 8 Working and Writing in Teams

Chapter 8Working and Writing in TeamsTeam Interactions: Three Dimensions Informational—focus on content: problem, data, solutionsProcedural—focus on methods, processesInterpersonal—focus on people, cooperation, team loyaltyTeam Interactions, continuedBegin to define taskDevelop social cohesiveness Set up and clarify proceduresAdopt ground rulesUse interpersonal communication to resolve tensionsAnalyze problem well before seeking solutionsFormationCoordinationLongest phaseMost comments informationalConflict as team debates alternate solutionsInterpersonal and procedural comments help team stay on trackConsider many solutionsFormalizationConsensus stateTeam implements decisions, which determines its successTeam seeks to forget earlier conflictsPositive Actions in TeamsEncouraging participationRelieving tensionsChecking feelingsSolving interpersonal problemsListening activelyNegative Actions in TeamsBlockingDominatingClowningOverspeakingWithdrawingTeam LeadershipEffective teams balance three types of leadership:Informational—create, assess ideas and textInterpersonal—check feelings, resolve conflict, monitor processProcedural—set agenda, keep members informed, check on assignmentsRoles need not be filled by one personDecision-Making: Problem SolvingIdentify problemUnderstand what team has to deliverWhat form?When due?Gather informationShare among team members Examine it criticallyEstablish criteriaGenerate alternative solutionsMeasure alternatives against criteriaChoose best solutionDecision-Making: Dot PlanningLets large team set priorities quicklyTeam brainstorms ideasIdeas recorded on large pages Pages posted on wallEach member affixes colored adhesive dots by ideasHighLowDots show highest and lowest prioritiesFeedback StrategiesGenerate and heed as much feedback as possibleSeek external—supervisors, suppliers, clients, customersSeek internal—within in the teamSuccessful Student TeamsAssign specific tasks, set clear deadlines, schedule frequent meetingsMeet and talk through plans and conflicts face-to-faceBuild trust through goodwill, listening, and participationRecognize contributionsListen carefully to each otherEstablish proportionate work loadsMake decisions togetherListen to criticismDeal directly with conflictsPeer Pressure and GroupthinkGroupthink—tendency for teams to value agreement so highly they punish dissentCorrectives to groupthinkSearch for alternativesTest assumptionsProtect rights of individuals to disagreeDiverse TeamsDifferences affect how people behave in team, what they expect from teamPlay to one another’s strengthsFind practical ways to deal with differencesThe presenting problemmay not be real problemConflict ResolutionMake sure people involved really disagreeEnsure that everyone has correct informationDiscover needs each person is trying to meet Search for alternativesRepair negative feelingsCriticism ResponsesParaphrasingChecking for feelingsChecking inferencesBuying time with limited agreementUsing you-attitudeLook at things from others’ viewpoint I statements are effectiveEffective Meeting GuidelinesMake purpose explicitDistribute an agendaAllow time for discussionSave time with an omnibus motionPay attention to people and process as well as tasks Summarize group’s consensus after each pointSummarize all decisions at end of meetingTechnology in TeamsMeetingsSkype, FaceTime, Google+GoToMeetingSchedulingOnline calendarsProject managementCollaborationCollaborative WritingWorking with other writers to produce a single documentRequires attention toTeam formation processConflict resolution Steps in writing processCollaborative Writing, continuedPlanningMake analysis explicit; know where you agree and disagreePlan organization, format, and style before anyone writesConsider work styles and other commitmentsDecide how you will give feedbackBuild leeway into deadlinesComposing Decide who will write whatDecide how to share draftsLabel and date drafts If quality is crucial, have best writer compose after others gather dataCollaborative Writing, continuedRevisingEvaluate content, discuss revisions as teamEvaluate organization, discuss revisionsRecognize that different people favor different writing stylesWhen satisfied with content, have best writer make all changes to writing styleEditing and ProofreadingOne person checks mechanics, format, and style for correctness, consistencyUse a spell checkerProofread document alsoMaking the Team Process WorkAllow ample time to discuss problems, find solutionsGet to know team members, build team loyaltyAttend all meetings; carry out your dutiesNote that people have different ways of expressing themselvesDon’t assume that smooth discussion means total agreementUse collaborative technologies wisely to help the processAllow plenty of time for all stages