Chapter 8: Group and Team Communication PDF

MODULE: OLENG01 – PURPOSIVE COMMUNICATION GROUP AND TEAM COMMUNICATION At the end of this chapter, students will: A. Make the connection between group communication and other types of communication; B. Avoid the disadvan...

MODULE: OLENG01 – PURPOSIVE COMMUNICATION GROUP AND TEAM COMMUNICATION At the end of this chapter, students will: A. Make the connection between group communication and other types of communication; B. Avoid the disadvantages and limitation of group communication; and C. Utilize technology to communicate effectively in groups. “Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results." -Andrew Carnegie A group is not simply a collection of people gathered in the same place. It is a llertion of individuals who influence one another, havea common purpose, take on roles, are independent, and interact together. If any element is not included, what exists is a collection of independent people, not a group. People standing at a corner waiting for a bus, for example, meet some of the criteria of a group. They have a common purpose (transportation), they may interact, and they may make an impression on another but they do not constitute a group according to the definition because they are not interdependent, and they do not take on roles. They do share contain basic goals, such as geting to a destination safely but they don't expect to interact in the future and usually don't perceive themselves as part of a A group. ue group show the following characteristics: 1. Members interact with one another often, 2. The group is important to its members, 3. Members have common goals and outcomes, and 4. The members are e similar to one another in important ways. Small-Group Communication: Making the Connection Effective communication is one of the major factors that influence whether a group experience is successful and satisfying. Small-group 1  MODULE: OLENG01 – PURPOSIVE COMMUNICATION communication differs from other types of communication in that it requires a variety of communication skills and must include at least three interacting people. Small group communication involves the exchange of information among relatively small number of people, ideally five to seven, who share a common purpose, such as solving a problem, making a decision, or sharing information. Effective group communication requires a communication style that is honest, flexible, assertive, enthusiastic, and tolerant of others. Effective group members recognize the importance of all group members' input and warnt to ensure that everyone has an opportunity to participate. They are not only willing to listen to others, but also are willing to discuss ideas and issues whether they agree or disagree with them. A group is not simply a collection of people gathered in the same place. To qualify as a group, the people must be related in six ways: 1. Perceptions: Do the members 2. Motivation: Are there rewards for make an impression on one another? being together? 3. Goals: Do the members have a common 4. Organization: Does each person have some role or task? 5. Interdependence: Must each person 6. Interaction: Is the number of persons depend on the others for his or her efforts to be successful? enough so that each person can communicate with every person? A true group show the following characteristics: 1. Members interact with one another often, 2. The group is important to its members, 3. Members share common goals and outcomes, and 4. The members are similar to one another in important ways. Group Formation: Why Join a Group There are different types ofgroups where people want to belong: organizations Aubs, religious groups, social groups, work groups, informal groups of friends, nd many more. Why did you join them in the first place? There are several reasons why people join groups and your reasons are probably similar to those ihat motivate others to join groups. There are at least five reasons why people join a group or groups: 2  MODULE: OLENG01 – PURPOSIVE COMMUNICATION 1. Groups help to satisfy important psychological and social needs, such as need for attention and affection or the need to belong. Imagine what it would be like to absolutely alone, in total isolation from others. 2. Group membership helps people achieve goals that otherwise might be accomplished. Groups make it easier to perform certain tasks, solve difficult problems, and make complex decisions that might overwhelm one individual. 3. Group membership can provide multiple sources of information and knowledge that might not be available to one individual. 4. Groups can help to meet the need for security. The old saying that there is safety in numbers rings true in many situations; belonging to groups can provide protection and security against common enemies. For example, people join neighborhood watch groups to protect themselves from criminal activity. 5. Group membership can also contribute to an individual's positive social identity. It becomes part of a person's self-concept. The more prestigious and restrictive the groups to which the person is admitted, the more the self concept is bolstered. If the advantages in joining groups, there are also disadvantages. These disadvantages are: 1. Group membership can restrict personal freedom. Menmber of various groups may be expected to behave group roles. If members don't comply, the group may impose sanctions on them or expel them. 2. Groups demand on members' time, energy and resources, and if he members do not meet the demands, they may be required to surrender their membership. 3. Groups sometimes adopt positions or policies of which some members disapprove. This may force dissenting members to remain silent, speak out and run the risks of strong sanctions, or witharaw. 4. Groups are sometimes perceived as ineffective and time consuming. They require much work yet accomplish little. Group membership is not always beneficial; there are some real downsides hidden among the benefits, and members often consider these carefully as they weigh the cost of group membership against its bernefits. Types of Groups Primary Groups Primary groups focus on social or interpersonal relationships among members and exist primarily to satisfy what are labeled primary needs such as the need for inclusion (belonging), and affection (esteem, likeability, love). Primary groups are usually long-term and include family, friends roommates, co- workers sharing time off together, and other 3  MODULE: OLENG01 – PURPOSIVE COMMUNICATION groups of friends who might share vacations, party, and so on. The groups might at times make decisions, solve problems, or take on particular task, but their main purpose is to socialize, support one another, chat about a variety of topics, let off steam, and enjoy each other's company. Secondary Groups Secondary groups exist to accomplish tasks or achieve goals. They are formed for the purpose of doing work such as class assignment, solving a problem, or making a decision. The main reason for secondary groups is to get something done, but they can also help members achieve their primary needs for socialization and affection. There are several kinds of secondary groups to which one person may wish to belong: Problem-Solving Groups A problem-solving group exists to overcome some unsatisfactory situation or obstacles in achieving a goal. Many, ifnot most, groups in business and industry are problem solving groups. The most common problem that any organization faces is finding a way to make more money. Decision-Making Groups The task of a decision-making group is to make a choice from among eral alternatives. The group must identify what the possible choices are, Recuss the consequences of the choices, and then select the alternative that best meets a need or achieves the goal of the group or parent organization. A mmittee that screens applicants fora job has the task of making a decision. The group must select one person from among the many who apply. 4  MODULE: OLENG01 – PURPOSIVE COMMUNICATION Study Groups Students are familiar with study groups. The main goal of these groups is to gather information and learn new ideas. The advantage of participating in a group is that students learn by being involved in a discussion. A study eroup also has the advantage of having access to more information and wider variety of ideas through the contribution of different individuals. Therapy Groups A therapy group is also called an encounter group, support group, or T-group. It helps group members work on personal problems or provided encouragement and support to help manage stress. Such groups are led by professionals who are trained to help members gain as they communicate with one another. Members also learn how they are perceived by others. By participating in a therapy group, people with similar problems can benefit by learning how others have learned to cope. By experiencing therapy with others, members take advantage of the greater knowledge and information available to the group. Committees A committee is a group of people who are elected or appointed for a specific task. Some committees are formed to solve problems. Others are appointed to make a decision or simply to gather information so that another group, or team, or committee can make a decision. A committee may either be a standing committee (one that remains active for an extended period of time) or an ad hoc committee (one that disband when its special task has been completed). 5  MODULE: OLENG01 – PURPOSIVE COMMUNICATION Quality Circles A quality circle is a group of three to fifteen employees who meet regularly to examine work processes with the goal of improving productivity, morale, and overall work quality. Employees trained to work in a quality circles receive basic information about the group communication principles and practices such as how to reach agreement, make decisions, solve problems, and develop a cohesive work team. Focus Groups A focus group is a small group of people who are asked to focus on a particular topic or issue so that others can better understand the groupss res to the topic or issue presented. One person usually serves as a moderator, and this person aSks open- ended questions and then simnply listens to the advertising campaigns to focus groups and then listen to the response of the responses of the group members. Many advertisirg agencies show new group membe The Essence of Communication Competence There are three elements involved in becoming a truly competent communicator. 1. Motivation. Motivation is an internal drive to achieve a goal. To be motivaated means you have a strong desire to do your best, even during inevitable periods of fatigue and frustrations. If you are motivated to become a competent small group communicator, you probably haave an understanding of the benefits of advantages of working with others in groups. 2. Knowledge. Knowledge is the information you need to competently do what needs to be done. You should have the knowledge that can help others to become more competent communicator in groups, on teams, and during the meetings you will undoubtedly attend in the future. 6  MODULE: OLENG01 – PURPOSIVE COMMUNICATION 3. Skill. A skill is an effective behavior that can be repeated when itis appropriate. Just having the desire to be effective (motivation) or being able to rattle off lists of principles and theories (knowledge) doesn't ensure that you wil be competent. You have to have the skill to put principles into practice. Important Points to Remember in Groups or Teams Groups and teams are integral parts of any society. Consider the following suggestions: Some Essential Principles 1. Work in small groups to benefit from the knowledge and information of others. rmembers' creative approaches 2. Workin small groups s to take advantage of other to problenm solving and decision making. 3. Learn to recognize the key elements that make a group or team effective: a clear, elevating goal, results-driven structure, competent team members, unified commitment, a collaborative climate, standards of excellence, external support, recognition, , and principled leadership. 4. Cultivate those characteristics of individual team members that enhance team effectiveness, experience, problem-solving ability, openness, supportiveness, action oriented l approach, and I positive personal style. 5. Form a discussion group and talk a topic with others when you want to improve your understanding of a subject or issue. 6. Work in smalI groups so that you can participate in making decisions that affect you. You will be more likely to support a decision if you have contributed to the discussion. 7. Try to learn something new about yourself when you work with others in small groups. 8. Do not let others pressure you to conform to the groups' majority opinion just for the sake of agreement. 9. Do not let one or two members of a small group dominate the discussion. If they do, you lose many of the advantages of working in a group. 10. Avoid the traps of relying too much on other group members. Assume your fair share of the responsibility for getting things done. 11. Avoid frustration by accepting the fact that groups take more time to accomplish task than to individuals. Virtual Small Group Communication Virtual small group communication (also called electronically mediated communication) is communication among group members who are not together in the same physical location. People who are communicating in a virtual group are connected by a phone line, wireless signal, satellite signal, or other technology. 7  MODULE: OLENG01 – PURPOSIVE COMMUNICATION Electronic technology makes it possible for you to use virtual aids of communication under four conditions: 1. same time, same place 2. same time, different place 3. different time, same place 4. differernt time, different place Different Types of Technology that Make Virtual Communicalon Possible Telephone Conferences The telephone conference call - one of the first iuses of technolog to suppot group and team meetings -involves j a group of people agreeingto neet at a certain time by phone. To hold a conference call you need a special telephone service, so that several people in different locations can be connected at the same time. One of the obvious disadvantages of telephone conferencing is that you miss many nonverbal cues. Yes, you still can detect emotions from vocal cues, but without being able to see facial expressions, postures, and gesture, iť's poSsible that you may not accurately understand the meaning of messages. Electronic Mail (E-Mail) Communicating via e-mail is s one of the most prevalent technology methods used to send and receive messages in organizations. technological methods E-mail users can participate in what is called synchronous communication- communication interaction that is taking place in real time. This is what happens when you talk to someone on the telephone- you talk and another person responds immediately to what you've said. A real time e-mail conversation is clearly not as immediate as a face-to-face discussion. Eveni instant messages are not as immediate as live-and-in person interaction. Asynchronous communication is an interaction in which e-mail correspondents reply to messages after a time delay. The advantage of asynchronous communication is that you do not have to be logged on at the same time as your communication partners. You can post a message and then check back later to see how others have 8  MODULE: OLENG01 – PURPOSIVE COMMUNICATION responded, like sending a memo to someone and then waiting for a response. You lose the immediate feedback, and it takes more time to get work accomplished because you don't get instant responses from others. Video Conferences The video conference - a relatively media-rich use of technology - occurs when two or more individuals are linked by the Internet or by closed-circuit or satellite-linked TV. With the advent of mini-cameras, the Internet, and affordable software, has become increasingly easy for groups to hold video conference meetings. The video conference has the advantage of permitting people to interact over long distances when it may be very expensive to have all members travel to one destination. The video conference has an advantage over the conference phone call because nonverbal behaviors such as facial expressions, eye contact, and posture which allow the transmission of relational messages can be seen. Technology is playing a larger role in group interactions. More and more businesses because of travel expenses and convenience are using methods such as telephone conferencing, video conferencing and allow groups of employees to discuss problems and issues to make decisions.  Sebastian, E. L. (2019). Purposive Communication (0th ed.). Mind shapers Co., Inc 9