Lecturer: Gareth Jones Class 18: Teams

 Teams ◦ What are teams? ◦ Types of teams ◦ Conflict resolution ◦ Team strategies 27/10/2015Business Communication (BUS-101)2

 A good team is better than the sum of its parts:  = 3 27/10/2015Business Communication (BUS-101)3

 Formal teams ◦ Permanent committees  Informal ◦ Task forces and problem-solving teams 27/10/2015Business Communication (BUS-101)4

 Advantages ◦ Increased information ◦ Broad knowledge base ◦ Diversity of views ◦ Acceptance of solutions ◦ Performance levels 27/10/2015Business Communication (BUS-101)5

 Disadvantages ◦ Peer pressure (strong among young people) ◦ Hidden agendas ◦ Free riders (lazy members) ◦ High costs 27/10/2015Business Communication (BUS-101)6

 Good team communication ◦ Select members carefully ◦ Agree on project goals ◦ Take time to bond ◦ Clarify individual responsibilities 27/10/2015Business Communication (BUS-101)7

 Good team communication ◦ Set clear processes ◦ Select tools and techniques ◦ Check progress often 27/10/2015Business Communication (BUS-101)8

 Team Dynamic ◦ This are the interactions and processes that happen to make and keep a good team 27/10/2015Business Communication (BUS-101)9

 Team Dynamic ◦ Individual roles (what each member does) ◦ Team rules (what is allowed) ◦ Team Identity (what kind of a team are we) 27/10/2015Business Communication (BUS-101)10

 Team Decision Making ◦ When a team needs to solve a problem, or perform a task they usually go through 5 phases 27/10/2015Business Communication (BUS-101)11

 Team Decision Making ◦ Orientation (learn about problem or task ◦ Conflict (Members may disagree about how to approach the task) 27/10/2015Business Communication (BUS-101)12

 Team Decision Making ◦ Brainstorm (as a group, think of ways to do the task) ◦ Emergence (the best way is suggested by a team member) 27/10/2015Business Communication (BUS-101)13

 Team Decision Making ◦ Reinforcement (other team members agree on this solution) 27/10/2015Business Communication (BUS-101)14

 Conflict in teams ◦ When team members disagree, it may be for one or more of the following reasons 27/10/2015Business Communication (BUS-101)15

 Conflict in teams ◦ Not enough resources ◦ No clear team roles ◦ Poor communication ◦ Power struggles ◦ Differing goals 27/10/2015Business Communication (BUS-101)16

 Conflict in teams ◦ Conflict can be divided into two categories: destructive (bad) and constructive (good) 27/10/2015Business Communication (BUS-101)17

 Constructive Conflict ◦ Exposes problems ◦ Gets all members involved ◦ Generates new ideas 27/10/2015Business Communication (BUS-101)18

 Destructive Conflict ◦ Wastes energy ◦ Destroys team spirit ◦ Divides the team against each other 27/10/2015Business Communication (BUS-101)19

 Resolving conflict ◦ When there is conflict, it must be dealt with in one of the following ways: 27/10/2015Business Communication (BUS-101)20

 Resolving conflict ◦ Communication (team members should talk to each other) ◦ Openness (team members should be honest with each other. Say exactly what they want. 27/10/2015Business Communication (BUS-101)21

 Resolving conflict ◦ Flexibility (adapt to different team members. Change your ideas) ◦ Alliance (smaller teams may form within the big team) 27/10/2015Business Communication (BUS-101)22

 Overcoming Team Resistance ◦ No team can exist without some resistance, but there are ways to effectively overcome it 27/10/2015Business Communication (BUS-101)23

 Overcoming Team Resistance ◦ Be understanding ◦ Let team members know if you are worried ◦ Don’t be personal 27/10/2015Business Communication (BUS-101)24

 Effective Teams ◦ A good and effective team will have the following qualities: 27/10/2015Business Communication (BUS-101)25

 Effective Teams ◦ Clear purpose ◦ Creative thinking ◦ Focused efforts 27/10/2015Business Communication (BUS-101)26

 Effective Teams ◦ Open communication ◦ Agreement on decisions ◦ Conflict resolution 27/10/2015Business Communication (BUS-101)27

 Team Meetings ◦ A key to good teamwork is having regular meetings to make sure all members are doing what they need to do 27/10/2015Business Communication (BUS-101)28

 Team Meetings ◦ To have a good meeting, we must decide on the following factors: 27/10/2015Business Communication (BUS-101)29

 Purpose – Why are we having this meeting?  Participants – Who is needed for this meeting? 27/10/2015Business Communication (BUS-101)30

 Agenda – What will be discussed in this meeting? In what order?  Location – Where is the meeting taking place? 27/10/2015Business Communication (BUS-101)31

 Meetings will be in the consult/join style  Either way, to stay on track, an effective meeting will have one leader 27/10/2015Business Communication (BUS-101)32

 An effective meeting will follow the following rules: 27/10/2015Business Communication (BUS-101)33

 Stay focused – remember what the meeting is about. Don’t talk about other things  Follow the rules – don’t do things that will hurt the team 27/10/2015Business Communication (BUS-101)34

 Promote participation – make sure all team members are involved  Participate actively – answer all questions. Bring up any issues you want talked about 27/10/2015Business Communication (BUS-101)35

 Close effectively – Decide on what needs to be done before the next meeting by each member 27/10/2015Business Communication (BUS-101)36

 The key to a good meeting is good listening.  Many barriers exist that hurt our listening 27/10/2015Business Communication (BUS-101)37

 Listening Barriers ◦ Different opinions ◦ Bad reactions ◦ Selective listening (hear what you want to hear) 27/10/2015Business Communication (BUS-101)38

 Listening Barriers ◦ Physical distractions ◦ Poor note taking ◦ Self involvement (only interested in your own ideas) 27/10/2015Business Communication (BUS-101)39

 Effective listening ◦ In order to get the most out of meetings, we must listen effectively 27/10/2015Business Communication (BUS-101)40

 Effective listening ◦ Minimise physical distractions ◦ Give your opinion on other’s ideas ◦ Take notes 27/10/2015Business Communication (BUS-101)41

 This concludes the business communications course  Make sure you are well prepared for your examination!  GOOD LUCK! 27/10/2015Business Communication (BUS-101)42