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Lesson#31
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EFFECTIVE TEAM COMMUNICATION
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EFFECTIVE TEAM COMMUNICATION
We are the second part of our course the team dynamics. Last two lecturers
were focusing on decision
making. In this lecture the focus will be on effective team communication. We
have already discussed
the basic concepts and principle of importance of communication during the first
part of our course.
Keeping in view the importance of communication in team performance this topic
is again being
discussed in this lecture.
Team Communication:
Communication is the process by which a person, group, or organization (the
sender) transmits some
type of information (the message) to another person, group or organization (the
receiver) using some
medium (Channels).
Communication encompasses both interpersonal communication (between two
or more people) and
organizational communication (all the patterns, networks, and system of
communication within an
organization).
The Basic Communication Process:
Encoding – translating an idea into a form, such as written or spoken
language, that can be recognized
by a receiver.
Transmission via communication channels – pathways over which information
travels
a. Telephone lines, radio, television
b. Fiber-optic cables (e-mail)
Decoding – converting the message back into the sender’s original ideas.
Feedback – providing information about the impact of messages on
receivers.
Noise – factors that distort the clarity of messages that are encoded,
transmitted, or decoded in the
communication process.
a. Unclear writing
b. Listener’s inattentiveness
c. Static along a telephone line
Same topic was discussed in detail in lecture number 23 and 24.
Communication and Leadership: The importance of effective communication
cannot be
overemphasized because everything a manager/leader does involves communicating.
Effective leaders
are also effective communicators. To be effective, the leader must synchronize
verbal and nonverbal
behavior Technology has had also a meaningful impact on leaders’ communication
and coordination.
o Effective leaders are also effective
communicators
o To be effective, the leader must
synchronize verbal and nonverbal behavior
o Technology has had a meaningful
impact on leaders’ communication and coordination
Communication Creates a Team:
Communication makes the bridge between the team members and creates synergy
within the team.
Through communications, team members achieve organizational goals in more
efficient manner.
The Top Three Qualifications Sought by Today Employers
o Communication Skills
o Team Member
o Leadership Capabilities
That also indicates the importance of communication.
Team Communication:
Internal communication: means communication between team members and key
personals of the
organization.
o Formal
o Informal
o Formal communication is communication
that follows the official chain of command or is
required to do one’s job.
o Informal communication is communication
that is not defined by the organization’s
structural hierarchy.
o Informal communication systems permit
employees to satisfy their needs for social
interaction.
o Informal communication systems can improve an
organization’s performance by
creating alternative—and frequently faster and more efficient—channels of
communication.
External communication: Communication between the team point of contact
and the client or
customers regarding contract requirements. E.g. documentation, reporting etc.
Team/Group Communications
Team/group communication will depend on
o Group Size: The larger the
group, the harder it is for people to communicate with other group
members.
o Group Structure: Communication
is better in informally structured groups than in hierarchically
structured groups.
o Group Composition:
Communication is better when there are different personality types in a
group and when groups are mixed rather than single sex.
o The Physical Work Environment:
Good workplace organisation can help encourage
communications.
In Order for Teams to be Effective, the members must communicate effectively,
share information and
have a shared understanding of information presented to them.
Why Communication Is Important & Necessary…
o In a team you are ALL working
towards a same goal/vision.
o You need to define and ensure that
the goal/vision is shared by all the members.
o If there are questions/issues about
the goal/vision those need to be resolved quickly in order for the
team to move forward.
o When decisions need to be made the
team has to be made aware of the decision that is at hand.
o EVERYONE NEEDS TO BE ON BOARD
o If communication keeps the team
members informed, therefore a team working towards the same
goal/vision can be more effective and efficient.
o Information is shared within team.
o Team members have knowledge
o Knowledge is power
o Sense of power gives members sense of
belonging and dedication
o Dedicated members will contribute
more and feel valuable to the team.
Any data, information transferred will ultimately create wisdom and help for an
effective decision
making by individuals, mangers and leaders.
Creating Team Communication:
o Ensure that goals are clearly
defined.
o Interaction is aimed at solving
problems and achieving team goals.
o Ensure team members trust each other
by having open communication.
Characteristics of Open Communication:
o Members are encouraged to seek
input from others.
o Disagreement is invited and dealt
with as a vital part of making sound decisions.
o Team members share responsibility for
communicating effectively.
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o Everyone is pro-active to understand
team goals.
Guidelines to Team Communication:
o Be specific: include facts
and details to avoid being unclear
o Be accurate: as much as
possible be sure that the information you are giving is true and
reliable.
o Be honest: be truthful with
those you are communicating with and do not use questionable
information.
o Be logical: make sure messages
are easy to follow
o Be complete: give all needed
information in regards to your ideas.
o Be concise: be brief- not
unnecessarily wordy.
o Be relevant: stay on task and
give information that is needed.
o Ask for feedback: have
recipients give comments on information.
Responsibilities of Team Members:
o Open minded
o Listen to what is being said
o Give feedback to what is being said
o Make sure all team members have a
chance to communicate their ideas.
o If decisions need to be made discuss
pros and cons, and decide best option for TEAM.
o Take ownership for what you say.
o Take responsibility for making sure
you are heard and understood.
o Use terminology and examples that
your audience understands.
o Be aware of body language.
o Always work to maintain the trust and
confidence of those with whom you are communicating /
working.
Getting Your Message Across:
o State the purpose of your
message.
o Communicate your message.
o Listen to the response of others.
o Clear up any misunderstandings.
o Summarize and move to action.
Communication Tools:
o Face-to-face
o E-mail
o Chat rooms
o On-line
o Cell phone
o Search engines
Email
o Somewhere between verbal and
written communication
o Easy for the recipient to
misinterpret the message
Three Simple Guidelines for More Effective Email are 1) Write precisely, 2)
Format intelligently and 3)
Follow through.
Poor communication can lead to:
o Wasted time and/or energy
o Lack of trust
o Misunderstandings
o Deadlines are not met
o Lack of change for the better
Communication is the leading cause of both conflict and resolution. It is a
skill that requires life-long
effort and learning. We must practice. |
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