1 Technical Communication A Reader-Centred Approach First Canadian Edition Paul V. Anderson Kerry Surman

2 Creating Communications with a Team Chapter 12

3 (c) 2007 Nelson, a division of Thomson Canada Limited Learning Objectives Apply tools and techniques to organize, plan, and craft team communications Apply tools and techniques to organize, plan, and craft team communications Develop awareness of cultural and gender differences in team interactions Develop awareness of cultural and gender differences in team interactions

4 (c) 2007 Nelson, a division of Thomson Canada Limited Advantages of Creating Communications with a Team Projects benefit from the expertise of people specializing in several fields Projects benefit from the expertise of people specializing in several fields Projects may be too large to completed on time by one person Projects may be too large to completed on time by one person Groups can generate a larger and more creative pool of ideas than can one person working alone Groups can generate a larger and more creative pool of ideas than can one person working alone

5 (c) 2007 Nelson, a division of Thomson Canada Limited Working on a Communication with a Team Creates Anxiety Others in the group might overrule your good ideas Others in the group might overrule your good ideas You might not get recognition for your good ideas You might not get recognition for your good ideas You might be left with a huge potion of the work You might be left with a huge potion of the work

6 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines for Writing Collaboratively Select the most effective structure for your team’s collaboration Select the most effective structure for your team’s collaboration Create a consensus on the communication’s objectives Create a consensus on the communication’s objectives Involve the whole team in planning Involve the whole team in planning Make a project schedule Make a project schedule Share leadership responsibilities Share leadership responsibilities

7 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines (continued) Make meetings efficient Make meetings efficient Encourage discussion, debate, and diversity of ideas Encourage discussion, debate, and diversity of ideas Be sensitive to possible cultural and gender differences in team interactions Be sensitive to possible cultural and gender differences in team interactions Use computer support for collaboration when it’s available Use computer support for collaboration when it’s available

8 (c) 2007 Nelson, a division of Thomson Canada Limited Select the Most Effective Structure for Your Team’s Collaboration Team can assign each writing activity to one person, selected team members, or the entire team Team can assign each writing activity to one person, selected team members, or the entire team Three general patterns Three general patterns – Maximum dialogue – Maximum specialization – Hybrid

9 (c) 2007 Nelson, a division of Thomson Canada Limited Create a Consensus on the Communication’s Objectives The objectives must be important from the readers’ perspective, not from a team member’s perspective The objectives must be important from the readers’ perspective, not from a team member’s perspective Team members may interpret objectives differently Team members may interpret objectives differently Team members may say that a draft does not achieve objectives Team members may say that a draft does not achieve objectives

10 (c) 2007 Nelson, a division of Thomson Canada Limited Defining Objectives as A Team Explore the diverse views of all team members Explore the diverse views of all team members Keep talking until consensus is reached Keep talking until consensus is reached Discuss communication strategies to achieve the objectives Discuss communication strategies to achieve the objectives Remain open to new insights about your readers and purposes Remain open to new insights about your readers and purposes

11 (c) 2007 Nelson, a division of Thomson Canada Limited Involve the Whole Team in Planning Planning as a team works the same way as defining objectives as a team Planning as a team works the same way as defining objectives as a team – You get better results – You can divide work – Members need to be clear about what the team wants produced

12 (c) 2007 Nelson, a division of Thomson Canada Limited Planning Team Projects Discuss plans in detail Discuss plans in detail Write an outline Write an outline Create a storyboard Create a storyboard – See Figure 12.1, page 292 Use a style guide Use a style guide

13 (c) 2007 Nelson, a division of Thomson Canada Limited Make a Project Schedule Schedules are needed for any team project that requires more than one meeting Schedules are needed for any team project that requires more than one meeting Schedules let each team member know Schedules let each team member know – When work needs to be completed – What the consequences are of missing deadlines Create a team schedule as soon as possible Create a team schedule as soon as possible

14 (c) 2007 Nelson, a division of Thomson Canada Limited Creating a Project Schedule Include time to define the project’s objectives Include time to define the project’s objectives Establish frequent checkpoints Establish frequent checkpoints Include time for editing Include time for editing

15 (c) 2007 Nelson, a division of Thomson Canada Limited Share Leadership Responsibilities There are a range of roles that team members must play if they are going to maximize productivity There are a range of roles that team members must play if they are going to maximize productivity There are task roles and group maintenance roles There are task roles and group maintenance roles These roles are all leadership roles for which all team members should take responsibility These roles are all leadership roles for which all team members should take responsibility

16 (c) 2007 Nelson, a division of Thomson Canada Limited Task Roles These roles keep the team moving towards its goal These roles keep the team moving towards its goal – Initiators – Information seekers – Information givers – Opinion seekers – Clarifiers – Summarizers – Energizers

17 (c) 2007 Nelson, a division of Thomson Canada Limited Group Maintenance Roles These roles ensure good working relationships These roles ensure good working relationships – Encouragers – Harmonizers – Feeling expressers – Compromisers – Gatekeepers

18 (c) 2007 Nelson, a division of Thomson Canada Limited Make Meetings Efficient Scheduling common time is precious to communication team members Scheduling common time is precious to communication team members Team members have other responsibilities Team members have other responsibilities You need to use strategies to conduct efficient meetings You need to use strategies to conduct efficient meetings Writing teams are also social groups Writing teams are also social groups

19 (c) 2007 Nelson, a division of Thomson Canada Limited Conducting Efficient Meetings Prepare an agenda Prepare an agenda Discuss each item on the agenda Discuss each item on the agenda Bring discussion on each topic to a close Bring discussion on each topic to a close Make notes Make notes

20 (c) 2007 Nelson, a division of Thomson Canada Limited Conducting Efficient Meetings (continued) Sum up Sum up Set goals for the next meeting Set goals for the next meeting Set a date, time, and place for the next meeting Set a date, time, and place for the next meeting

21 (c) 2007 Nelson, a division of Thomson Canada Limited Encourage Discussion, Debate, and Diversity of Ideas Invite everyone to speak Invite everyone to speak Listen with interest and respect Listen with interest and respect Be considerate when you discuss other member’s drafts Be considerate when you discuss other member’s drafts Treat drafts as team property, not individual property Treat drafts as team property, not individual property

22 (c) 2007 Nelson, a division of Thomson Canada Limited Be Sensitive to Possible Cultural and Gender Differences Team’s goal should be to interact in ways that allow each member to make the maximum contribution Team’s goal should be to interact in ways that allow each member to make the maximum contribution Individuals may need to adapt their customary ways of interacting Individuals may need to adapt their customary ways of interacting Each person must be sensitive and responsive to other’s styles Each person must be sensitive and responsive to other’s styles

23 (c) 2007 Nelson, a division of Thomson Canada Limited Gender and Collaboration Many men state their ideas and opinions as assertions of fact Many men state their ideas and opinions as assertions of fact – May argue over them in a competitive manner Many women offer their ideas tentatively Many women offer their ideas tentatively – If there is disagreement, they may support other’s ideas to reach consensus Knowing general patterns can increase your sensitivity Knowing general patterns can increase your sensitivity

24 (c) 2007 Nelson, a division of Thomson Canada Limited Culture and Collaboration People from various cultures may interact differently on writing teams in People from various cultures may interact differently on writing teams in – Expressing disagreement – Making suggestions – Requesting clarification – Debating ideas To increase your team’s effectiveness, you must adjust your expectations, interpretations, and interactions To increase your team’s effectiveness, you must adjust your expectations, interpretations, and interactions

25 (c) 2007 Nelson, a division of Thomson Canada Limited Use Computer Support When Available Examples of computer support for team projects include Examples of computer support for team projects include – and listservs – Simultaneous online discussion – Teleconferencing – Word processing software

26 (c) 2007 Nelson, a division of Thomson Canada Limited In Summary Use project management tools and techniques to ensure success in team- created communications Use project management tools and techniques to ensure success in team- created communications Maximize the benefits of the team members’ contributions to develop high-quality communications Maximize the benefits of the team members’ contributions to develop high-quality communications Use technology to assist in the collaborative process Use technology to assist in the collaborative process