Chapter 5 Teamwork and Global Considerations

1. Chapter 5Teamwork and Global Considerations

2. Learning Objectives • Manage a team project and run a successful meeting • Help team members overcome personal differences • Use listening skills and creative thinking in group settings • Brainstorm using face-to-face and digital methods • Review and edit the work of your peers

3. Learning Objectives (continued) • Avoid unethical behavior as a team member • Understand how to work productively on a global team

4. Teamwork • Complex documents (especially long reports, proposals, and manuals) are rarely produced by one person working alone. • Traditionally composed of people from one location, teams are increasingly distributed across different job sites, time zones, and countries. • Whether the team is on-site or distributed, members have to find ways of working together.

5. Guidelines for Teamwork For a team to work effectively, consider the following guidelines: • Appoint a group leader • Define a clear and definite goal • Identify the type of document required • Divide the tasks • Establish a timetable • Decide on a meeting schedule • Establish a procedure for responding to the work of other members

6. Guidelines for Teamwork (continued) • Develop a file-naming system for various drafts • Establish procedures for dealing with interpersonal problems • Select a group decision-making style • Decide how to evaluate each member’s contribution • Prepare a project management plan • Submit regular progress reports

7. Virtual Meetings Some of the technologies available for virtual meetings include the following: • email • blogs • conference calls • internet conferencing • webinars • digital whiteboards • collaborative writing software • project management software

8. Face-to-Face Meetings • Despite many digital tools for collaboration, face-to-face meetings are still a fact of life because they provide vital personal contact. • Meetings are usually scheduled for two purposes: to convey or exchange information, or to make decisions. • Taking charge in a meeting doesn’t mean imposing one’s views or stifling opposing views. It doesmean moving the discussion along and keeping it centered on the issue.

9. Guidelines for Face-to-Face Meetings To conduct a successful face-to-face meeting, follow these guidelines: • Set an agenda • Ask each person to prepare as needed • Appoint a different “observer” for each meeting • Begin by summarizing the minutes of the last meeting • Give all members a chance to speak • Stick to the issue • Keep things moving • Observe, guide, and listen

10. Guidelines for Face-to-Face Meetings (continued) • Summarize major points before calling for a vote • End the meeting on schedule

11. Sources of Conflict in Collaborative Groups Even the most dynamic group setting can produce conflict because of differences such as the following. • Interpersonal differences: People might clash because of differences in personality, working style, commitment, standards, or ability to take criticism. • Gender differences: Gender differences can create perceptions of inequality. • Cultural differences: Issues such as the use of humor, ways of expressing politeness, or cultural references can cause misunderstandings.

12. Guidelines for Managing Group Conflict To manage group conflict, follow these guidelines: • Give everyone a chance to be heard. • Take everyone’s feelings and opinions seriously. • Don’t be afraid to disagree. • Offer and accept constructive criticism. • Find points of agreement with others who hold different views. • When the group does make a decision, support it fully.

13. Overcoming Differences by Active Listening • Effective listening requires activeinvolvement instead of merely passive reception. In other words, active listening. • Some ways to be an active listener include not dictating, being receptive, keeping an open mind, being courteous, showing genuine interest, hearing the speaker out, focusing on the message, asking for clarification when needed, and observing the 90/10 rule (listen 90% of the time, speak 10% of the time).

14. Thinking Creatively Use the following techniques to get started: Brainstorming (by hand or using digital technologies), Mind-mapping, and Storyboarding.

15. Reviewing and Editing Others’ Work Documents produced collaboratively are reviewed and edited extensively. • Reviewing means evaluating how well a document connects with its audience and meets its purpose in terms of accuracy, usefulness, organization, style, and design. • Editingmeans actually “fixing” the piece—making it more precise and readable by rephrasing sentences, choosing better words or phrases, and fixing spelling, grammar, and mechanical errors.

16. Guidelines for Reviewing and Editing Others’ Work When editing someone else’s work, follow these guidelines: • Read the piece at least twice before editing • Be aware that mere mechanical correctness does not guarantee effectiveness • Keep in mind the limits of editing • Be honest and diplomatic • Focus first on the big picture • Explain why something doesn’t work • Make recommendations

17. Ethical Abuses in Workplace Collaboration Avoid the following ethical abuses when working with others: • Intimidating one’s peers • Claiming credit for others’ work • Hoarding information

18. Global Considerations when Working in Teams In today’s global environment, teams are often composed of people all over the world. Keep in mind the following potential interpersonal issues. • Missing social cues in virtual meetings • Misunderstanding cultural codes • Misusing humor, slang, and idioms • Misusing culturally specific references • Failing to allow for easy translation • Failing to listen

19. Review Questions • Why is teamwork important in today’s workplace? • What are five technologies that can be used to facilitate virtual meetings? • Why are face-to-face meetings still important in today’s workplace? • What does taking charge mean and not mean? • What are the three main sources of conflict in collaborative groups?

20. Review Questions (continued) • What is active listening? • What are three techniques for thinking creatively prior to starting a team project? • What is the difference between reviewing and editing? • Name three ethical abuses in workplace collaboration? • What are the six interpersonal issues that can affect global teams negatively?