Online Teams

My Thought for Today...

     Taking online courses has caused me to take part in many online group projects. Although I don't mind partaking in group projects, as I feel it allows for more diversity and creativity in the project. I find partaking group projects online over in the class room can cause conflict to arise more frequently. Working in teams through the internet can cause miscommunication and can cause problems with goals being reach on time. With online projects you can't tell exactly what the other person is thinking, as you can only rely over email or text. It is also harder to communicate with members, as you don't seem them on a daily basis or in class. Where working in teams in in-class courses you are able to meet them face-to-face and have meetings that aren't over the internet. It is also easier to get a hold of them, as there is more ways to communicate with them. 
    In the past and still with courses that I am taking now I find it is very hard to get a hold of team members, as they do not respond to emails or respond days and weeks later. It is also hard to communicate with them at the time needed, as everyone is on the internet at the same time, where in class you can speak to them then. It seems to be a lot easier to avoid someone over the internet then in class. I also find its harder to communicate what needs to be done and if the person did it right and how to explain everything through email then in person. 

Well thats my thought! What about you? Have you ever worked over the internet for team projects or have they always been in person? What one do you prefer? Give suggestion for working online if you have any!

Dealing with Conflict in Teams

It is assumed there will be some sort of conflict throughout a team assignment, whether its big or small. However, the reason teams are effective is because they get through conflict without a hitch. In this blog I will discuss with you six steps to help you deal with conflict. 

     1. Listen: Be sure to understand the problem. Make sure you are listening and that your aware of what needs to be fixed. Also make sure they are attentive of what you say as well.
     2. Understand the others point of view: After listening to what the member needed to be said, it will be easier to see where they are coming from. Put yourself in their shoes. Show understanding by asking questions and paraphrasing what they say to make sure they know that you see where they are coming from. Use Empathy. 
     3. Show a concern for the relationship: Focus on the problem and not the person.  Show understanding and willingness to fix the problem. Try to come to an agreement.
     4. Look for common ground: Identify interests you may have and what their interests are as well. See what you have in common and see if you can find a solution you both agree with.
     5. Invent new problem-solving options: Spend time identifying the interests of both sides. Try to find new ways to resolve the problem. Be open to new options
     6. Reach an agreement on whats fair: Determine a standard of fairness that is accepted by both sides.  Weigh the possible decisions and choose the one that best fits. 

***

Below is a clip from "The Big Bang Theory". The clip demonstrates conflict between Leonard and Sheldon, but Leonard avoids trying to fix things or empathize how Sheldon feels. Instead of resolving the problem it only gets worse. 

Effective vs. Ineffective

Below is a chart that I created showing you the differences between an effective team vs. and ineffective team...

Effective	Vs.	Ineffective
Goals:
·      Objective of the team is well understood ·      Accepted by all team members		·      Goals are not clear ·      Team members are not on the same page
Contribution of Team Members:
·      Lots of discussion ·      All members participate and attend meetings ·      Discussions are on topic		·      A few dominate discussion ·      Members don’t participate or attend meetings ·      Discussion is off point
Listening:
·      Everyone listens to each other when speaking ·      Everyone allows one to speak		·      Members don’t listen to each other ·      Ideas ignored or are over ridden by others
Conflict Resolution:
·      When disagreement occurs, members work together on resolving problems ·      No one avoids conflict		·      Issues get larger ·      Members avoid conflict, nothing gets resolved
Decision Making:
·      Decisions are usually raised by consensus ·      General agreement		·      Actions aren’t taken properly ·      No decision is made ·      No agreement in decision
Leadership:
·      Chairperson of group does not dominate ·      All roles are equal ·      Leadership changed depending on tasks		·      No leadership ·      Leader dominates ·      Leader is too weak or too strong
Self-Evaluation:
·      Members work as a team ·      No “I”, all members rewarded		·      Group avoids any discussion of its own maintenance
Division of Work:
·      Members all have dedicated roles ·      Roles are clear ·      Work is evenly distributed		·      Roles are not given, assignments are unclear ·      One or two of the members do majority of the work

If you can think of any other points that demonstrate an effective team vs. and ineffective team let me know!

Reaching Group Decisions

In this blog I will discuss five methods in which, team members reach decisions. The way a team reaches their decisions affects the morale and commitment of the team and the overall decision made as a team. 

Majority: A majority decision is decided by the majority vote of the group. This method is used for quick decisions, but can lead the minority feeling alienated and become uncommitted. 
Consensus: A decision is not made until all members have stated their opinions and everyone has come to an agreement. This method can be time consuming, but it allows all members to agree and be committed. It also allows for creativity and high quality discussions. 
Minority: A "subcommittee investigates and makes a recommendation for action." (Guffey, Rhodes & Rogin, ,2010, p.47) This method is useful when all group members can't get together or when there is a short amount of time to make a decision. 
Averaging: "Members haggle, bargain, wheedle, and negotiate to reach a middle position, which often requires compromise." (p.47) This methods allows the opinions of the least knowledgeable cancel out the opinions of the most knowledgeable.  
Authority rule with decision: The leader, boss, or manager has the final decision, but will listen to the team members ideas. 

*** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education 

Looking at these methods which would you feel be best used for dealing with routine decisions and which would be best used for dealing with emergencies? 

Four Phases of Group Development

Small groups and teams are formed to complete tasks or functions, but in order for teams to be successful they must go through four phases. Some groups are able to move from forming to performing quickly, whiles others struggle through the stages or skip them. The phases are as followed;

1. Forming:

• First phase 
• Team members get to know each other
• Members search for similarities in each other, as they start to bond
• Trust begins to form
• Members begin to talk about the fundamental topics of the project and purpose of it
• Leader is assigned 
• Many like to skip forming and go straight to performing 

2. Storming:

• Second phase
• Members their roles and responsibilities 
• Decide how to reach the teams goals
• Set out rules and expectations
• This stage often produces conflict, so the leader should step in and act like a coach to guide members in the right direction 
• This phase may take longer to move through depending on team members personalities 

3. Norming:

• Third phase
• Tension subsides, roles clarified, and information begins to move along members of the team
• Members make sure progress is being made to reach goals on time 
• Everyone starts to take leadership functions
• Important data is shared with all group members
• All members move toward one direction
• Members make sure that procedures are in place to resolve future conflict 

4. Performing:

• Last phase
• Some groups never reach the final stage
• Members have established routines and shared language
• Problems are solved properly and efficiently
• "Can do" mentality comes in place, as members progress towards their goals
• Members work together without grudges 
• Information flows freely, deadlines are met, and production exceeds expectations 

*** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education 

Negative Team Behaviour

          Negative behaviour is shown through team members who constantly put down ideas and suggestions of others. They seem to insult and criticize other members of the team. They like to waste others time and refuse to participate. What you call a "class joker or work joker" would also be consider a negative team member.

Below is a short clip that discusses negative people and how to deal with them. 

Difference Between Positive Team Behaviours and Negative Team Behaviours 

Positive vs. Negative Team Memebers

Positive Team Behaviours:

• setting rules and abiding by them
• analyzing tasks and defining problems
• contributing information and ideas
• showing interest by listening actively
• encouraging members to participate
• synthesizing points of agreement 

Negative Team Behaviours:

• blocking the ideas and suggestions of others
• insulting and criticizing others
• wasting the group's time
• making inappropriate jokes and comments
• failing to stay on task
• withdrawing, failing to participate 

*** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education 

Why Teams Fail

There are many reasons that teams may fail. In this post I will discuss with you some of the reasons why teams fail, how you can tell when a team is failing, and how to fix it.

1. Confused Goals:
Symptoms - People are unsure of what they are suppose to do.
Solutions - Clarify the team purpose and expected outcomes, make sure everyone is on the same page.

2. Mismatched Needs:
Symptoms - People with private agendas working at cross-purposes.
Solutions - Get hidden agendas on the table by asking what people personally want from the team.

3. Unresolved Roles:
Symptoms - Team members are uncertain about what their jobs are
Solutions - Inform team members what is expected of them, have roles dedicated to each member.

4. Senseless Procedures:
Symptoms - The team is at the mercy of an employee handbook that is not efficient, effective or realistic.
Solutions - Throw away the book and develop procedures that make sense.

5. Bad Leadership:
Symptoms - Leader is tentative, inconsistent, or foolish.
Solutions - Leaders must learn to serve the team and keep its vision alive or give up the role to someone more qualified.

6. Antiteam Culture:
Symptoms - The organization is not committed to the idea of teams.
Solutions - Don't force people onto a team, either team up or don't team at all.

7. Poor Feedback:
Symptoms - Performance is not being measured; team members are groping in the dark.
Solutions - Create a system of free flow of useful information from all team members

**Information found from  Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education Ltd. 

Technology

          With technology evolving over the years it has allowed for people to collaborate on projects without having to meet face-to-face. Although meetings are best done face-to-face, using these new technologies have allowed for people to work together when they can't be together. It allows for people all over the world to work on projects or communicate, without having to leave. With new advances in today's technology it has now become faster, more convenient, less costly to collaborate and communicate with one another. 

Collaboration tools that are now being used are...

• Video Conferencing - A combination of "video, audio, and communication networking technologies for real time interaction. Participants generally meet in specific conference rooms that are equipped with cameras and screens for transmitting images and documents." (Guffey, Rhodes & Rogin, 2010, p. 57) This device allows for participants to not have to travel distance to meetings and also reduces travel expenses and time. 
• Voice Conferencing - "One or more people in a work area use an enhanced speakerphone to confer with others by telephone." (Guffey, Rhodes & Rogin, 2010, p.56) It allows people at both ends to speak and be heard simultaneously. Now with cellphones it can even allow teleconferences from an airplane or the beach. 
• Web Conferencing - "Enables collaborators to use their computers in sharing documents, data, and slide shows." (Guffey, Rhodes & Rogin, 2010, p. 57) It allows real time meetings to be held over the internet through an online virtual meeting room on your computer. Participants can be active in conversation as well, by using an instant messaging chat at the side of the screen. An example of a free web conferencing tool would be Skype. 
• Instant Messaging - It has now become one of most used and accepted communication tool in the workplace. It allows for immediate and direct messages to be sent to the receivers phone or computer. 
• Blogs - "Interactive online journals with information that team members can see and comment on." (Guffey, Rhodes & Rogin, 2010, p. 58) It allows for a central location for anyone to go to gather information, although they can write comments they can not change any of the information on the blog. (one to many form of collboration)
• Wikis - "Easy to use collaborative Web sites where people can add, change, or delete information." (Guffey, Rhodes & Rogin, 2010, p. 59) It allows for a central location for people to gather information. (many to many form of collaboration)
• Email - The oldest form of communication that has been used in the workplace. Allows individuals to send messages, files, etc. to the receiver. 

** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education Ltd.

My Top Characteristics for a Successful Team

      In order for a team to be successful there is many things that should be present. I find that trust and commitment are two of the most significant parts to a teams success. A strong sense of trust and commitment across team members is evident for a team to work together productively. I feel if trust or commitment are not present it can jeopardize productivity and cause conflict between team members.

     I also find communication to take a huge part in a teams success. Team members must be able to properly communicate with each other in order for productivity to be high and for the assignment to get completed effectively and efficiency. Without communication members of the team can not work on accomplishing goals or answering questions or concerns one may have. In my past communication has been one of the most significant downfalls when it came to completing group projects. 

     Last, but not least I find setting goals also leads to effective teams. Setting goals allows for all team members to work towards the same thing. I find it good to set goals for realistic dates that group members can be motivated to work towards and achieve. It allows for higher efficiency.  

The Difference Between Formal and Informal

          In today's workplace teams are usually considered to be formal or informal. A formal team is structured and created for a specific purpose. It will consist of a leader or co-leaders; depending on what the team is created for. A formal team will also have specific roles for each member of the group. An example of a formal team would be the JHSC, which could consist of a chairman, minute taker, secretary, etc. Where as, an informal team has no structure and everyone is of equal status. There is no role assigned to each team member. An example of an informal team could be co-workers planning a dinner meeting or office party. 

Can you list other uses for formal or informal teams, whether in the workplace or outside? 

Teams

My Thought For Today ...
          

           I, myself love to work independently on projects for school or work, unless the group is assigned to me. I feel when choosing your own group for a project your usually choosing people that your friends with or have something in common or even know you can rely on to do most of the work. However, in cases such as these most groups have trouble compromising and achieving goals and timelines. There are also many cases where the project does not get completed to the standard expected by a prof or boss. When a group is chosen for you it usually allows for individuals with different characteristics and the skills needed to complete the project. It allows for a wider span of ideas and for team members to work together and collaborate. Some individuals weaknesses will be covered by other individuals strengths. 

Flashback ...

          I remember one course last semester in college where the course revolved around a game called BSG. We were put into teams of four or five. The teams consisted of accounting, HR, marketing, and finance students. Each team member was able to bring skills and knowledge about their area of study to the game, which allowed for the game to be completed properly and for a higher mark in the class. If the team had consisted of all HR or all finance students then there would be areas of the project that the teams would suffer or not be able to complete. 

Why Form Teams?

Many people might wonder why businesses form teams, instead of having employees complete projects individually. The reasons are as followed 

1. Allows for better decisions - team members contribute different expertise and perspectives 
2. Faster response - small teams can act quicker to solving problems 
3. Increased productivity - team members can see opportunities for improving efficiencies, as they are closer to the action and customer
4. Greater "buy-in" - Joint decisions are usually better received because members are committed to the solution and more willing to support it
5. Less resistance to change - Team members have input into the decision, allowing for little or less hostility and resistance to change
6. Improved employee morale - personal satisfaction and job morale increases when teams are successful
7. Reduced risks - responsibility for a decision is placed on all team members, allowing for less risk for any one individual 

** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education Ltd. Page 42

Characteristics of Successful Teams

Small Size, Diverse Makeup.

Size

• Teams can range from 2 to 25 members, however, teams that consist of 4 to 5 members work best
• When putting large teams together it can cause members to have trouble communicating with each other and disagreement on decisions to increase. 
• Large teams should only be used for sports teams or when a large number is required to get the job done. 

Diversity

• Teams should consist of both male and female
• The teams should differ in age, race, social background, training, and experience to allow for a larger creative response in team projects
• Diversity allows for the project to be viewed in multiple perspectives, and can be looked at beyond the view of one cultureAgreement on Purpose.

                 

 Agreement on Purpose.

• Have a general purpose that the whole team can agree on
• Goals that are specific that the team will work towards 

Agreement on Procedures. 

• Develop procedures to guide the group through the project
• Have goals with deadlines set for all team members
• Assign roles and tasks that require all team members to contribute equivalent work done, by a specified dates

Ability to Confront Conflict.

• Acknowledge conflict and address the problem openly 
• Direct confrontation is best when trying to resolve conflict, don't beat around the bush
• Face to face confrontation should be used over email or phone, so you can see members facial expressions and can tell by the tone of their voice on how they feel
• Confrontation should be task oriented, instead of person oriented
• All team members should speak whats on their mind
• Center strengths and weaknesses of the different positions and ideas, instead of personalities
• After hearing all sides team members must negotiate a fair settlement 

Use of Good Communication Techniques.

• Exchange information and contribute ideas in an informal environment 
• Speak clearly and concisely
• Encourage feedback
• Read body language
• Ask clarifying questions before responding 
• Constructive disagreement is encouraged

Ability to Collaborate Rather Than Complete.

• Focus on achieving team goals instead of wanting to receive individual recognition 
• Contribute ideas and feedback unselfishly 
• Monitor team progress (whats going right or wrong and what to do about it) 
• Celebrate individual and team accomplishments 

Acceptance of Ethical Responsibilities.

• Team members have specific responsibilities to each other 
• Teams have a responsibility to represent the organizations view and respect its privileged information
• Don't discuss sensitive information with outsiders without permission  
• Avoid advocating actions that would endanger members of society

Shared Leadership. 

• No formal leader
• Leadership rotates to those who have the expertise in each phase of the project
• Democratic approach 
• Democratic approach boost morale, creates fewer hurt feelings and less resentment

** Guffey, M. E., Rhodes, K.,& Rogin, P. (2011). Business Communication process and product (6th ed.). Toronto, ON: Nelson Education Ltd. Pages 48 -50