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 1Faster Response: less layers/channels and approvalsIncreased Productivity: familiarity w/ problem → correct solutionGreater Buy-In: More commitment towards decision(s) madeLess Resistance to Change: Willingness to execute decision(s)Improved Morale: Team success affects individual morale/spiritReduced 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 Meeting When? 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