0321895436_ch05

Copyright © 2014, 2011, 2008 by Pearson Education, Inc. All rights reserved.

Technical Communication, 13th Edition

John M. LannonLaura J. Gurak

Chapter 5Teamwork and Teamwork and

Global ConsiderationsGlobal Considerations


Learning ObjectivesLearning 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


Learning Objectives (continued)Learning Objectives (continued)

Avoid unethical behavior as a team member Understand how to work productively on a

global team


TeamworkTeamwork

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.


Guidelines for TeamworkGuidelines for Teamwork

For a team to work effectively, consider the following guidelines:Appoint a group leaderDefine a clear and definite goalIdentify the type of document requiredDivide the tasksEstablish a timetableDecide on a meeting scheduleEstablish a procedure for responding to the work of other members


Guidelines for Teamwork Guidelines for Teamwork (continued)(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


Virtual MeetingsVirtual Meetings

Some of the technologies available for virtual meetings include the following:emailblogsconference calls internet conferencingwebinarsdigital whiteboards collaborative writing softwareproject management software


Face-to-Face MeetingsFace-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 does mean moving the discussion along and keeping it centered on the issue.


Guidelines for Guidelines for Face-to-Face MeetingsFace-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


Guidelines for Face-to-Face Guidelines for Face-to-Face Meetings (continued)Meetings (continued)

Summarize major points before calling for a vote

End the meeting on schedule


Sources of Conflict in Sources of Conflict in Collaborative GroupsCollaborative 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.


Guidelines for Guidelines for Managing Group ConflictManaging 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.


Overcoming Differences Overcoming Differences by Active Listeningby Active Listening

Effective listening requires active involvement 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).


Thinking CreativelyThinking Creatively

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


Reviewing and Editing OthersReviewing and Editing Others’’ Work 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.Editing means 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.


Guidelines for Reviewing and Guidelines for Reviewing and Editing OthersEditing Others’’ Work 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


Ethical Abuses in Ethical Abuses in Workplace CollaborationWorkplace Collaboration

Avoid the following ethical abuses when working with others: Intimidating one’s peers Claiming credit for others’ work Hoarding information


Global Considerations when Global Considerations when Working in TeamsWorking 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


Review QuestionsReview Questions

1. Why is teamwork important in today’s workplace?

2. What are five technologies that can be used to facilitate virtual meetings?

3. Why are face-to-face meetings still important in today’s workplace?

4. What does taking charge mean and not mean?

5. What are the three main sources of conflict in collaborative groups?


Review Questions (continued)Review Questions (continued)

6. What is active listening?

7. What are three techniques for thinking creatively prior to starting a team project?

8. What is the difference between reviewing and editing?

9. Name three ethical abuses in workplace collaboration?

10. What are the six interpersonal issues that can affect global teams negatively?

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