Business communication developing leaders for a network world 2nd CHAPTER 3

Team Communication and Difficult Conversations Chapter Chapter Overview Principles of team communication Approaches to effective meetings Effective virtual teams Group writing strategies Handling difficult conversations 3-2 Most Common Functions of Teams Handling special projects Completing the work of particular departments Developing internal systems innovations Creating customer-service innovations Developing product innovations Engaging in employee development Reducing time to market for products and services 3-3 Barriers to Team Effectiveness Ineffective communication Lack of effective chartering and goal setting Lack of clarity and goal setting Low morale Low productivity Lack of trust 3-4 Frustrating Aspects of Being Part of a Team for Business Professionals Ineffective use of meeting time Ineffective communication among team members Lack of accountability Individuals who don’t complete assignments Lack of preparation in meetings 3-5 Principles of Effective Team Communication  Teams should focus first and foremost on performance  Teams go through four natural stages to reach high performance  Effective teams build a work culture around values, norms, and goals  Effective teams meet often - schedule 3-6 Principles of Effective Team Communication  Effective teams embrace differing viewpoints and conflict  Effective teams find out the communication styles and preferences of one another  Effective teams provide a lot of positive feedback and evaluate their performance often  Effective teams feel a common sense of purpose 3-7 Stages of Development in High-Performance Teams Figure 3.1 3-8 Stages of Development in High-Performance Teams Forming stage Team members focus on gaining acceptance and avoiding conflict Define mission – Mission Statement Storming stage Team members open up with their competing ideas about how the team should approach work 3-9 Stages of Development in High-Performance Teams Norming stage The team arrives at a work plan, including the roles, goals, and accountabilities – Team Norms Performing stage Teams operate efficiently toward accomplishing their goals 3-10 Creating and Distributing the Agenda Agendas provide structure for meetings Most agendas should include: items to be covered time frames goals and/or expected outcomes Roles materials needed 3-20 Creating and Distributing the Agenda Figure 3.6 Sample Meeting Agenda 21 Running Effective Meetings Create Tradition, Culture, and Variety Set Expectations and Follow the Agenda Encourage Participation and Expression of Ideas Build Consensus and a Plan of Action Closing the Meeting Dealing with Difficult People 3-22 Closing the Meeting All participants reflect: How much information, analysis, and interpretation did I provide? Did I communicate my ideas even if they conflicted with someone else’s? Did I participate in the implementation of the timeline? Did I meet deadlines? Did I facilitate the decision-making process? Or did I just go with the flow? 3-23 Following Up After Meetings Follow up by distributing the minutes of the meeting Memo, email, team blog 3-24 Following Up After Meetings Figure 3.7 Sample Meeting Minutes 3-25 Working in Virtual Teams Virtual teams generally consist of team members located at various offices (including home offices) and rely almost entirely on virtual technologies to work with one another 3-26 Working in Virtual Teams Focus on Building Trust at Each Stage of Your Virtual Team Meet in Person if Possible Get to Know One Another Use Collaborative Technologies Choose an Active Team Leader 3-27 Maintaining Trust over the Life of a Virtual Team Project 3-28 Run Effective Virtual Meetings Start the meeting with social chat Start with a contentious question Asking “what you think about” questions Make sure each team member is involved Articulate views precisely Take minutes in real-time Focus on your teammates and avoid multitasking Use video when possible 3-29 Group Writing Start Right Away Work Together at the Planning Stage Make Sure Your Roles and Contributions Are Fair Stay flexible and open Meet in Real Time Consistently and Ensure the Writing Reflects the Views of the Group Discuss How You Will Edit the Document Together Consider a Single Group Member to Polish the Final Version and Ensure a Consistent Voice 3-30 Managing Difficult Conversations Difficult conversations often center on disagreements, conflict, and bad news Many people prefer to avoid difficult conversations because they want to avoid hurting the feelings of others or want to avoid conflict 3-31 Principles of Difficult Conversations Embrace difficult conversations Assume the best in others Adopt a learning stance Stay calm/overcome noise Find common ground Disagree diplomatically 3-32 Components of Difficult Conversations Start well/declare your intent Listen to their story Tell your story Create a shared story 3-33 Chapter Takeaways Principles of team communication Approaches to effective meetings Effective virtual teams Group writing strategies Handling difficult conversations 34 ... team should approach work 3- 9 Stages of Development in High-Performance Teams Norming stage The team arrives at a work plan, including the roles, goals, and accountabilities – Team Norms Performing... goals, and accountabilities Problem-solving meetings typically involve brainstorming about how to address and solve a particular work problem 3- 19 Creating and Distributing the Agenda Agendas... to market for products and services 3- 3 Barriers to Team Effectiveness Ineffective communication Lack of effective chartering and goal setting Lack of clarity and goal setting Low morale