Faculty of Management and Human Resource Development Lecturer : Pn . Siti Rokiah

1. Faculty of Management and Human Resource Development Lecturer : Pn. SitiRokiah Course/ Code : Effective Communication Title : Group and Team Communication Section : 05

2. Group Members = Group 3 + 7 + 8

4. Synopsis ( Part I)

5. Synopsis ( Part II)

6. What is Group and Team?

7. Consists small number of people Common purpose Collection of individuals who influence one another Are interdependent Interact together

8. Small-Group Communication • Consists at least 3 interacting people • Less than 3 (interview or interpersonal communication) Interpersonal Presentation Interviewing Effective Group Communication

9. Example: • Ability to ask effective questions • To listen • Deal with interpersonal relationships • Resolve conflict • Present idea

10. Small group communication involve: • Share common purpose • Solve problems, make decision and share information • Respect one another • Honest, tolerant, and hold high ethical standards • Ensure the willingness • not only to listen but also • give feedback, discuss and argue

11. Team • Acoordinated group of people • organized to work together to achieve a specific goal • Teams develop clearly defined responsibilities for team members. • Teams have clearly defined rules for team operation. • Teams develop clear goals. • Teams develop a way of coordinating their efforts.

12. Effective team communication Listen others speak Think before your speak Speak only when necessary Good manners Good attention

13. Group Group Group Group TEAM

14. Group Formation: why we join: Satisfy important psychological & social needs Need for security Individual’s positive social identity Help people achieve goals Multiple sources information& knowledge

15. Restricting personal freedom Adopt position and policies Why we leave Demand( time, energy & resources) Time-consuming , ineffective

16. Types and Purposes of Small Group Primary Groups To fill basic needs of inclusionand affection with others Focus on socialand interpersonal relationships

17. Secondary groups Purpose : to accomplish a task or achieve a goal Example : decision makingproblem solvingLearning Group

18. Characteristics of Small Groups

19. Interdependence Mutual dependence of group members on one another Group’s success based on : member’s cooperation, accountability and willingness.

20. Commitment • Desire of group members to work together to complete a task to the satisfaction of the entire group. • Often stem from interpersonal attraction, commonality of attitude, beliefs, and values.

21. Cohesiveness • The attraction that group members feel for each other and willingness to stick together • A form of loyalty • But, too much – lead to unwillingness to change an unsuccessful decision

22. Group Norms • Expected and shared ways in which group members behave. • Both informal and formal guidelines determine which behaviors are acceptable and which are not. • For a group to function effectively, its members must agree on how things are to be done. • Norms also develop in virtual groups. • As virtual groups mature over time, so does conformity to the norms of the groups. • Group Size Points to consider: • Large groups reduce the time and amount of individual interaction • Large groups provide a greater opportunity for aggressive members to assert their dominance. As a result, less assertive members might feel isolated and might withdraw from the group altogether • Large groups make it difficult to follow a set agenda. It is easy for someone in a large group to switch topics or introduce subjects that are not related to the group’s original priorities.

23. Group Culture • The pattern of values, beliefs, norms, and behaviors that is shared by group members and that shapes a group’s individual personality. • Created by many factors • Not static, but constantly changing and developing

24. Gender Differences in Group Communication *both women and men understand stereotypes exist and make sure each person participates in group is provide equal opportunities to participate

25. Ethical Behavior in Group Communication • responsibility to be ethnical in group • respect each other opinions especially to behaviors within the group member whenparticipating in group-related activities. • Group members -have right to state opinion or perspective -willing to share legitimate information -honesty and integrity -use information ethically -keep confidential information confidential

26. Disadvantages of Small Groups Going Along to Get Along Group can become too cohesive or committed. Groupthink (a dysfunction in which group members value the harmony of the group more than new ideas, fails to critically examine ideas, hesitate to change flawed decision, and lack willingness to allow new members to participate. ) Time consuming It always takes longer to accomplish something when a group does it. Individual can always complete a task in a short time than a group.

27. Varying Communications Styles • Different communication style and comfort level with the group. • Some members might dominate and overwhelm conversations, whereas others members might not contribute at all. Unfair Workload • Students complain that some group members lack motivation and do not do their fair share of the work. • Also referred to as Social Loafing. (Tendency for individual to lower their work effort after they join a group.)

28. Pressure to Fail • Groups may not meet their potential because the majority of group members place pressure on the most capable members not to excel. • Members who do not cooperate and do excel might find themselves teased, chastised, or worse for breaking the group’s norm. Grouphate Phenomenon • People who have negative experiences with group or those who do not have the communications skills to be effective in groups dislike group work.

29. Virtual Groups and Teams -a group of people that relies on electronic forms of communication to work together to accomplish goal • Teleconferencing • use telephonesand speakerphones to connect • people in different location • limited-cannot see at other • location • Losing nonverbal cues

30. Videoconferencing -includes picture and sound -connect group via television in different location -cost and need special equipment to allow picture and sound transmitted -increase face to face interaction • Interactive computer conferencing • interaction via computer • convenience • only computer and connected • video camera are required • equipment failure occur

31. Team Building Setting Goals ~Goals must be clear, specific, challenging, and worthwhile. Determining Roles ~Leader ~Team members

32. Leadership

33. Leadership An influence process that includes any behavior that helps clarify a group’s purpose or guides the group to achieve its goal Leader A person who is assigned or selected , or who emerges from a group, to guide or provide direction toward reaching the group’s goals.

34. FIVE WAYS TO BECOME A BETTER LEADER • Get 360-degree feedback on your present level of effectiveness, as judged by co-workers you respect. • Pick the most important behaviors for change—those you believe will enhance your effectiveness as a leader—e.g., "become a more effective listener" or "make decisions in a timelier manner"). • Periodically ask co-workers for suggestions on how you can do an even better job in your selected behaviors for change. • Listen to their ideas—don't promise to change everything—and make the changes that you believe will further increase your effectiveness. • Follow-up and measure change in your effectiveness over time.

35. Leadership styles and behavior • Autocratic • Keeps complete control • Sets policy and makes all decisions for the group • Defines task and assigns them to members • Democratic • Shares control • Involves members in making the decisions and etc. • Guide the task instead of setting it. • Laissez-faire • Gives up control • Total freedom • Completely avoid participation

36. What is gender? • Gender is the culturally created idea of differences between the sexes. • Gender is a culturally created order of power related to the idea of female and male. • Gender is one´s unaware actions that are the result of power structure and these unaware gender related actions do not aspire to change the order of power, but to preserve them.

39. -For the first time, the members usually begin by introducing themselves & briefly telling their reasons for joining the group. Conducting a Meeting -Members may appoint or elect a recording secretary. -To ensure efficiency, procedures must be established, and meeting must be conducted according to a well-organized plan. -The best way to accomplish this is by producing an agenda, a list of all topics to be discussed during a meeting.

40. Meeting agenda look like : • Roll call / attendance • Reading, correction, and approval of minutes from previous meeting • Unfinished business from previous meeting • New business • Announcements • Adjournment

41. Members Participation Roles of group members Contribution of group members

42. Roles of group members • Group task & building • Help to accomplish task & objective • E.g:initiator-contributor, energizer, recorder • Group building & maintenance • Help to define group’s social atmosphere • E.g : encourager, harmonizer, compromiser • Self centered roles • Counterproductive/destructive • E.g : aggressor, blocker, buffoon

43. Contribution of group members • Comments that are open to evaluation • Group discussion lead to best possible info and decision if members offer comments for evaluation. • Criticism cant be avoided or ignored • Provocative comments • Every comments/ideas are valuable • Prepare to contribute • Study the agenda in advance

44. Problem Solving And Decision Making • Determining problem • Select problem and topic. • Should be stated in the form question.

45. Question of fact asks whether something is true or false. Question of value asks whether something is good or bad, desirable or undesirable. 4 types of discussion Questions Question of interpretation asks for the meaning or explanation of something. Question of policy asks what actions should be taken.

46. 2) Discussing The Problem 5 specific steps developed by the Philosopher John Dewey 5.1 Definition of the problem 5.2 Analysis of the problem 5.3 Suggestion of possible problem 5.4 Selection of the best solution 5.5 Putting the best solution into operation

47. Reflective Thinking in Problem Solving and Decision Making Problem solving is a set of activities designed to analyze a situation systematically and generate, implement, and evaluate solutions Decision making is a mechanism for making choices at each step of the problem-solving process. Steps Involved In Decision Making Process 1.Defining / Identifying the managerial problem 2.Analyzing the problem 3.Developing alternative solutions 4.Selecting the best solution out of the available alternatives 5. Converting the decision into action 6. Ensuring feedback for follow-up

48. Brainstorming • Brainstorming is a popular tool that helps you generate creative solutions to a problem. • Individual brainstorming : 1. Draw or doodle while you're thinking. 2. Ask questions. Read something. 3. Take a walk with a little notepad and pen. 4.Work a crossword puzzle or a word search. 5. Do something with the intention of figuring out what you want to focus on. 6. Look around: Write down the interesting things you see, hear, touch, feel, smell, or taste.

49. Group brainstorming • Group brainstorming can be very effective for bringing the full experience and creativity of all members of the group to bear on an issue • How to Use the Tool: 1. Find a comfortable meeting environment, and set it up ready for the session. 2. Define the problem you want solved clearly, and lay out any criteria to be met. 3. Make it clear that that the objective of the meeting is to generate as many ideas as possible. 4. Give people plenty of time on their own at the start of the session to generate as many ideas as possible. 5. Ask people to give their ideas, making sure that you give everyone a fair opportunity to contribute. 6. Encourage people to develop other people's ideas, or to use other ideas to create new ones.

50. Managing Group Conflict Conflict??? Negative?? Communication is bound to be conflict. if properly managed, better decisions and solutions to problem.