Team & Conflict Res 1.2

Meeting Preparation

• Decide who will chair the meeting, which can be done on a rotation basis to give everyone a chance.

During the Meeting

• Check that everyone can see and hear each other.
• Be open to hearing new information and ideas.
• Jot down useful information and questions to ask.
• If you don't understand something, ask for clarification.
• Link what you hear to what you already know.
• Make contributions to the discussion.
• Remember the importance of active listening.

Active Listening

• Use body language to show engagement (e.g. nodding, smiling, looking interested).
• Encourage others by agreeing or giving feedback.
• Ask questions to clarify or seek more information.
• Make suggestions that build on others' ideas.
• Disagree creatively by asking questions or offering alternative solutions.

Surviving "Storming" in a Meeting

Scheduling Issues

• Be understanding of others' schedules and responsibilities.
• Use online collaboration tools to facilitate working asynchronously.
• Consider video call platforms for remote meetings.
• Take turns picking the venue and time of the meeting.

General Conflict

• Address conflicts directly and respectfully.
• Help find common ground and reconcile differences.
• If the issue is not solvable, approach the course coordinator for mediation.

No Agreement or Decision

• Summarize different positions and allow group members to vote on a preferred option.
• Consider voting privately and in writing to avoid influence from dominant personalities.
• Briefly adjourn the meeting to give everyone a chance to think, then return to vote.

Feeling Isolated or Stuck

• Let the course coordinator know if you're feeling isolated or stuck.
• Assignment to another group is a possibility.
• Discuss issues respectfully to avoid resentment.
• Use the Group-Self-Assessment form to facilitate open and honest discussion.

Silences in a Meeting

• Silence can be a good thing, especially when considering important points.
• The meeting chairperson can encourage members to sit in silence for a minute to weigh up issues.
• Working in pairs can make it easier for individual group members to speak up.

Tuckman's Theory: Understanding the Stages of Team Formation

• The theory proposes that teams go through five stages of formation: Forming, Storming, Norming, Performing, and Adjourning
• Each stage is a necessary step in the development of a high-performing team

Forming

• Team members are positive and polite
• Some may be anxious, others may be excited
• Duration of this stage varies depending on the leader and participants

Storming

• Team members start to push against boundaries and question the "why"
• Conflict resolution stage, where leadership may be challenged and goals may be questioned
• Many teams fail at this stage

Norming

• Strengths are appreciated, and socialization may occur
• Commitment to the team increases
• May relapse back to the Storming phase if new tasks or challenges arise

Performing

• Achievement of goals
• Team membership is enjoyable
• When people leave or join the team, it is not disrupted

Adjourning

• Goals have been achieved, and the workload is diminished, leading to the disbanding of the team
• May not always occur
• Can create uncertainty for team members who thrive on routine

Common Issues in Teamwork

• Ground rules:
  • Identify common ground rules for the team
  • Aim: what do you want to achieve with this assessment?
  • Schedule: when will you have meetings?
  • Communication: how will you communicate?
  • Individual roles: who will do what part of the work?
  • Progress schedule: make sure you stay on track
  • Tools and resources: what will you use?
  • What will you do if there are problems?
  • Keeping track: keep a log of meetings and communications

Running a Team Meeting

• Set clear objectives
• Plan the agenda and share it in advance
• Choose the right time and format
• Prepare materials and resources
• Start on time and respect participants' time
• Facilitate the discussion and encourage participation
• Manage time effectively
• Summarize key points and decisions
• Follow up on action items and gather feedback
• Evaluate the meeting

Surviving "Storming"

• Address conflicts directly and respectfully
• Empathize with team members and acknowledge their feelings
• Encourage open communication and constructive feedback
• Manage disagreements and find common ground
• Address scheduling issues and find a suitable time for meetings
• Deal with someone who is not contributing to the team
• Handle silences in the meeting
• Address sexist, racist, or stereotyping remarks
• Deal with someone who does not complete their task as agreed

Dealing with Issues in Teamwork

• Don't do someone's work for them; it hurts their ability to become a better teammate
• Ask the person what you can do to help
• Come to the course coordinator for help if necessary
• Discuss problems with the team and course coordinator
• Develop strategies to channel anger or frustration into positive action

After the Meeting

• Review notes and check what you need to do
• Share achievements so far and pinpoint where you got stuck
• Contact the course coordinator for advice
• Practice collaboration, listening, and conflict resolution skills
• Develop critical thinking, mutual respect, and relationship skills

Managing Group Dynamics

• In rare cases, the course coordinator may remove a student from a group to protect the wellbeing of others.
• When someone's ideas are challenged or rejected, they may feel personally rejected or insulted; empathize with their perspective and acknowledge their feelings.

Handling Conflict

• Try to understand multiple viewpoints for the success of a project.
• People objecting to an idea should clarify that they are challenging the idea, not the person's intelligence or integrity.

Managing External Factors

• Worries from outside can cause team members to become angry or aggressive without obvious provocation.
• Acknowledge external challenges in a group meeting to avoid resentment.

Surviving "Storming"

• Group imbalances (e.g., one person dominating discussions) can lead to tension and feelings of unfairness.
• Openly discuss these issues respectfully to avoid resentment and promote candid discussion.
• The Group-Self-Assessment form can help facilitate open discussion about group work dynamics.

Managing Meetings

• Silence in a group meeting can be beneficial for considering important points.
• Encourage members to sit in silence for a minute or two to mentally weigh up important issues before commenting.
• Suggest working in pairs to make it easier for individual group members to speak up.

Managing Leadership Issues

• An ineffective leader can have a negative impact on the group, leading to disagreement, hostility, and non-cooperation.
• Discuss the problem, even if painful, to clear the air and allow the group to make a fresh start.

Reaching Decisions

• When no agreement can be reached, summarize the positions and allow group members to vote on which option they prefer.
• Consider doing this privately and in writing to avoid influence by dominant personalities.

Managing Individual Issues

• If you feel isolated or stuck, let the course coordinator know, as assignment to another group is possible.

Conducting a Meeting Effectively

• Decide who will chair the meeting, possibly on a rotation basis
• Ensure everyone can see and hear each other
• Be open to new ideas and jot down useful information
• Ask questions and seek clarification on unclear points
• Link new information to prior knowledge
• Make contributions to the discussion and actively listen
• Use positive body language, such as nodding and smiling
• Encourage others and ask open-ended questions

Overcoming Challenges during a Meeting

Scheduling Issues

• Be understanding of others' schedules and responsibilities
• Use online collaboration tools, such as Google Docs and Dropbox
• Consider video call platforms like Google Hangout, Facetime, and Skype
• Take turns picking the venue and time of the meeting

Managing Conflict

• Address conflicts directly and respectfully
• Seek help from the course coordinator to resolve issues
• Developing strategies to channel anger or frustration into positive action

Dealing with Underperforming Team Members

• Avoid doing the work for them, as it hurts their growth and your own productivity
• Ask them what you can do to help and communicate effectively
• Seek help from the course coordinator to resolve issues

Dealing with an Unsuitable Leader

• Approach the issue through group members most likely to be listened to by the leader
• Give the leader a chance to discuss and make changes
• If necessary, approach the course coordinator to mediate and find a solution

Reaching a Decision

• Allow the meeting chairperson to summarise positions and facilitate a vote
• Consider private voting to avoid influence from dominant personalities
• Take a break and revisit the issue if necessary