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Effective Team Member Expectations and Communication

Define clear expectations for team performance and behavior. Learn to observe objectively, encourage participation, and improve listening skills. Overcome communication barriers for successful teamwork.

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Effective Team Member Expectations and Communication

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  1. To Focus on Behavior Describe the results required and be clear about the actions the team member must take to fulfill expectations.

  2. Focus on Behavior: Set Expectations • What steps should the team member perform? • What materials or process should be used?

  3. Focus on Behavior: Set Expectations • Where is the work to be done? • When should the assignment start?

  4. Focus on Behavior: Set Expectations • When is the project expected to be completed? • What should the finished project look like? Providing this information sets the basis for: • Comparing results to standards. • Objective information about the quality of performance.

  5. Focus on Behaviors • Observe vs. infer. • Observe: watch carefully, with attention to details or behavior to arrive at a judgment • Infer: to guess, surmise, or derive as a conclusion • Distinguish between what we know objectively vs. what we believe subjectively. • Objective: ability to be known through observation, without distortion by personal feelings or prejudices • Subjective: one’s own perception, affected by personal views, experience, or background

  6. Focus on Behaviors • Fact vs. opinion. • Avoid judgments about attitudes & personalities. • Examples: • A person is quiet, so he/she doesn’t care or have an opinion • Tattoos, hair or clothing styles • What is legal and can be or is documented. • i.e., sexual harassment

  7. Encourage Participation Why is it difficult? What is the value?

  8. Encouraging Participation:Why is it so Difficult? • Some leaders “guard” their power • don’t want to give up authority • The problem with that: • no room for contribution of ideas • cuts-off valuable ideas & suggestions • Effective Managers encourage the team to identify and resolve problems.

  9. Encouraging Participation:What is the Value? • Personal commitment to the outcome rather than only the mechanical relationship of the task. • Team members accept responsibility more readily. • Team members maintain self-discipline more consistently than with an authoritarian leader. • Ownership.

  10. Encouraging Participation:What is the Value? • Gives team members a greater sense of control. • Satisfies individual needs for self-esteem. • Higher quality decisions often result from contributions from the “experts.”

  11. Encouraging Participation:What is the Value? • Aligns individuals with the group’s goals. • If they are involved in the plan of action, they are concerned about its success. • Creates team work.

  12. Fundamentals of Communication Listening Designing clear messages Non-verbal clues Overcoming barriers

  13. Listen to Motivate • Careful! - Hearing isnotlistening. - Listening is not passive, it takes energy. • Satisfies need for recognition and self-esteem – “I value you.” • Motivates creativity & generates energy – you are open to new ideas.

  14. Listening Skills • Reflecting • Repeat the speaker’s message back • Probing • Asking questions for clarity • Supporting • Empathizing with or showing understanding of the speaker’s situation

  15. Listening Skills • Advising • Responding by providing new information or to reinforce or change a person’s perspective • Attention • Provide your undivided attention during communications • Eye contact, nodding, etc. • Concentration • Focus on speaker & the message related

  16. More Thoughts on Listening • Use of silence • Is the silence “cold” perhaps hostile or resistant? • An indication of misunderstanding or confusion? • “Thinking” silences to compose thoughts. • Remain quiet to allow time for team member to adequately express thoughts/feelings.

  17. More Thoughts on Listening • Serve as a “Sounding Board” • Be a non-directive listener • Encourage him/her to talk freely • Never lose faith in the employee’s ability to solve his/her own problem.

  18. Design Clear Messages! The key to effective oral communication is to apply the same planning and forethought that we use for writing messages.

  19. Nonverbal Clues • Facial expressions • Gestures • Verbal intonation • Body language • Posture • Dress

  20. Overcoming Barriers to Understanding • Communication: words can have several meanings. • Physical barriers • Personal – psychological distance between people • Lack of clarity in the message • Inability to establish rapport or credibility • Intercultural issues

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