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Effective Team Working and Communication in Work Place

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Table of Contents

  • Introduction
  • Collaboration and Negotiation in teamwork
  • Theories and models of Group dynamics and Team Structure
  • Group Strategies
  • Interpersonal communication
  • Written Communication
  • Strategies for improving sentence clarity, grammar, syntax and punctuation
  • Presentation formats, structures, and communication with an audience using visuals and electronic resources
  • Conclusion
  • References

Introduction

Teamwork is a must to make any project successful and get an extra edge over competitors. Through collaboration and Negotiation, collective ownership concept is implemented where every team member becomes leader, gives an idea and necessary decisions which result in increasing net outcome (Nancarrow et al., 2013). Besides, precise inter-personal and written communication are acutely needed to make the purpose come true. Last but not least, organizations need to present the retrieved data, outcome, idea and plan to all stakeholders in various formats and structures. This report contains a compact analysis of the ins and outs of teamwork and communication in the workplace.

1. Collaboration and Negotiation in Teamwork

1.1 Collaboration in Teamwork

Teamwork is a must to make a project successful. Any business idea can be turned into tremendous business opportunities if perfect cooperation is maintained. Besides, Bad collaboration can be the sole reason for any project failure (Salas et al., 2018). Teamwork is the whole concept of working together duly, whereas collaboration and Negotiation are maintained to decide a particular issue. The ins and outs of working collaboratively are discussed below:

Effective Team Working and Communication in Work Place

Figure 1: Issues related to collaborative teamwork, Source: (Nancarrow et al., 2013)

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Shared Ownership

Shared ownership is a notion which is maintained in an organization to promote collective ownership. Each member of the team becomes leader, idea generator, and decision contributor. Shared ownership option is ensured to engage all the team members emotionally and impart them a feeling of their project or business (Hall, 2005). Shared ownership is a great contributor to perfect collaborative teamwork.

Responsibility

A team leader is held liable for all sorts of the decision taken by him. Each member of any team has to be well informed about the authorities and responsibilities (Salas et al., 2018). Developing the ability to respond, retaining the personal power, learning from every upset, collaborate and negotiate appropriately with all the stakeholders are some of the notable responsibilities of any leader.

Confidentiality

Confidentiality is an essential business etiquette. Confidentiality means not to discuss business strategies, ideas, trade secrets, team working secrets with co-workers and competitors. But sometimes, the concept of collaboration and privacy contradicts and creates a dilemma while taking decision (Walker, 2017). Uncontrolled cooperation and information sharing infringe the policy of privacy & confidentiality. Organizations need to make a perfect balance between privacy and collaboration & sharing information.

1.2 Negotiation and Developing Ideas

Team negotiation and developing ideas are complementary concept. In collaborative teamwork, each member of the team can provide views, decisions, opinions, and related data in developing new theories of the organization (Foo, 2019). To orchestrate and comply with all the ideas and team members, appropriate Negotiation is a must. There are many negotiating ways like 1) Aligning team’s interests, 2) Plotting out conflicts, 3) working with constitutes, 4) persuading with data to overcome the limitations of developing ideas.

2. Theories and Models of Group Dynamics and Team Structure

Group dynamics concept exists from the formation of a group to the function of the group. Group dynamics majorly concerns about how the group is formatted, how it is structured and how it functions (Sturner et al., 2016). Several types of group dynamics and team structure theories are discussed below:

2.1 The Tuckman Team Model

The Tuckman Team Model

Figure 2: The Tuckman Team Model, Source: (Hedges, 2019)

  • Forming

This is the orientation stage of team building where all potential team members get to know each other, shared values and rituals of the organization, trustworthiness or teammates etc.

  • Storming

All the potential conflicts among group members are solved in this ‘Brainstorming’ stage. Team members get to know the perceptions, strengths, and weaknesses of others in this stage.

  • Norming

After resolving the possible conflicts, each team member is given his responsibilities, informed the aims of the organization and ways of doing tasks.

  • Performing

Team members work practically in this stage and fix the ways of doing projects efficiently and smoothly.

  • Adjourning

Sometimes, Teams are disbanded for various reasons like an accomplishment of a task, achievement of time etc.

2.2 DISC Model

Effective Team Working and Communication in Work Place DISC Model

Figure 3: DISC Model, Source: (Hedges & Cooper, 2014)

  • Dominance

The team is result-oriented and competitive with sufficient innovations, and directions in dominance followed the group.

  • Influence

Management is people-oriented with all sorts of positive vibes like enthusiasms, optimisms and creativities.

  • Steadiness

When the team aims to succeed steadily but surely with utmost sincerities, loyalties, and patience, then the team is meant to follow the Steadiness policy.

  • Compliance

In ‘Compliance’ driven organization, Utmost consciousness and accuracy are maintained in all tasks of the organization.

3. Group Strategies

Group work is a vast means of getting any task done more conveniently. And, appropriate strategies are must to make the group work successful. Group strategies are discussed below:

Group Strategies Effective Team Working

Figure 4: Group Strategies, Source: (Beyerlein, 2017)

Shared objectives

All the team members have to be informed and communicated the organization’s objectives to get the expected outcome (Navas, 2019). It’s better to show goals numerically if possible. Besides, Shared ownership can emotionally and firmly tap the team members with the organization’s objectives.

Group Agreements

Organizations require to resolve all the potential disputes within a group (Cohen, 2019). Debating, regular presentation, Socratic talks etc. should be held regularly to create consensus, find out the best possible solution of any problem and mitigate the mutual disputes among group members.

Meaningful Schedules 

Meaningful schedule means the time one prefers to work with. Significant programs have to be maintained to keep team members and get the best outcome.

Effective Delegation

Effective delegation is acutely needed in all organizations to ensure a perfect hierarchy. Organizations have to delegate responsibility and authority to the right person. Besides, Organizations require to provide sufficient training and resources according to the delegation (Salas et al., 2017). Last but not least, Organizations have to set the whole hierarchy of responsibility and authority.

4. Inter-Personal Communication

Inter-personal communication is a way of communication and exchanging information between two or more than two people in various forms like orally, contextually, face-to-face expression, body language etc.

Inter-Personal Communication

Figure 5: Elements of interpersonal communication, Source: (Hargie, 2019)

Body Language

Body language refers to the unspoken element way of communication. The facial expression, eye contact, postures, and gestures are some of the instances of non-verbal communication or Body language (Wood, 2015). Most of our daily communication is conducted non-verbally. Personality, reaction to anything, feelings, confusion, and passivity all are reflected on a person’s body language.

Active Listening

Active listening is both verbal and non-verbal communication which needs utmost listening patience and understandability to be acquired. Active listening increases the quality of communication, which eventually results in a higher outcome (Hargie, 2010). Keeping eye contact, responding rightly, and giving exciting expression increase the quality of active listening communication.

Personal Presentation

Personal presentation is all about branding thyself which includes how one portrays oneself to others, how he talks, how he does the work etc. Self-esteem, Personal appearance, verbal & non-verbal communication, and behaviour are the elements of personal presentation.

Context Awareness

Context-awareness of communication is concerned about the outcome from communication which encompasses the physical factors to environmental factors of communication (Wood, 2015). Social relevance, gender, and culture are some of the examples of context-awareness.

5. Written Communication

Written communication means exchanging information, requests and orders through different sorts of writings like letter, g-mail, memos etc. (Whiteman, 2013). Formats and structures of written communication are discussed below:

5.1 Formats

Formats of written communication changes depending on the context, formalities and delegation.

Formats of written communication

Figure 6: Formats of written communication, Source: (Whiteman, 2013)

  • Memo

The memo is used for internal use to record events, and send an informal message to internal employees.

  • Report

The report is used to summarize massive relevant data of past, present, and future where outcomes are precisely discussed and a call-to-action is given to all stakeholders for necessary future decisions (Thompson, 2016).

  • Letter

The letter is a formal and informal way of communication. A message is used for proper communication with external parties.

  • Mail

Mail is a formal and informal way of communication with utmost clarity and conciseness. Mail is the most used standard of written communication.

  • Instant Message

Instant message is an informal means of communication. Instant message is used for urgent and rush communication.

5.2 Structure

Structure of written communication is the skeleton of any writing. Structure varies depending on formalities, types of essays (Letter, Memo, and Gmail, etc.), the importance of stakeholders etc. (Whiteman, 2013). There can be six major structures of writings, and they are categorical, evaluative, chronological, comparative, sequential, and causal structure.

6. Strategies for Improving Sentence Clarity, Grammar, Syntax and Punctuation

Good content with proper grammar & syntax, harsh sentence and flawless punctuation gives an extra edge to any writing (García, 2012). Strategies for improving sentence clarity, grammar and punctuation are given below:

Transactional Words

Transactional words like, however, therefore, besides etc. connect the meaning of two clauses. Transactional terms should be appropriately used to maintain sentence clarity.

Using Parallel Construction

Words, phrases and clauses should be used in parallel form to ensure better clarity of the sentence.

Using Active Voice

Active voice imparts a more precise meaning of any sentence over passive voice.

Avoiding Over-Using Noun form of Verbs

Using action verb instead of gerund ensures a higher level of sentence clarity. A verb is more engaging than a verbal noun.

Proper Use of Punctuation

Writers have to know the proper use of apostrophes, quotation marks, parentheses, hyphen, colon & semicolon, and commas to ensure flawless punctuation.

7. Presentation Formats, Structures, and Communication With an Audience Using Visuals and Electronic Resources

Presentation is a must to showcase any outcome, idea or plan precisely and concisely to others. Different presentation formats and structures are discussed below:

  • 7.1 Presentation Formats

Presentation Formats

Figure 7: Presentation formats, Source: (Speier, 2016)

Organizations can use different sorts of presentation formats depending on the content that will be presented (Speier, 2016). Choosing the right presentation format is a must for a successful and engaging presentation.

  •  7.2 Presentation Structure

Presentation structure is concerned about the betterment of practical presentation. Presentation structure fixes how a presenter starts the production, how he conveys the message, how he engages the audience, and how he fishes the presentation (Cooper, 2020). Starting with fact and story, giving a pith, keeping the production comfortable and short, keeping the contents of slide concise, and giving food for thought at the completion are some of the examples of better presentation structure.

  •  7.3 Communication with the Audience with Visuals

There is a proverb that a picture is worth a thousand words. People are more prone to understand visuals rather than just oral terms (Speier, 2016). Delivering information more directly, more flexibility than verbal communication, more attention-grabbing and engaging, increasing credibility of message make visual communication more relevant.  

Conclusion

Teamwork and communication pave the path of any organization to success. Through collaboration and Negotiation, collective ownership concept is implemented where every team member becomes leader, gives an idea and necessary decisions which result in increasing net outcome (Nancarrow et al., 2013). Besides, precise inter-personal and written communication are acutely needed to make the purpose come true. So, the importance of teamwork and communication is immense in any organization or project. 

References
  • 1.Nancarrow, S.A., Booth, A., Ariss, S., Smith, T., Enderby, P. and Roots, A., 2013. Ten principles of good interdisciplinary teamwork. Human resources for Health11(1), p.19.
  • Walker, S., 2017. Collaborative team teaching. Aotearoa New Zealand Social Work, 20(4), pp.60-65.
  • Foo, M., 2009. Teams developing business ideas: how member characteristics and conflict affect member-rated team effectiveness. Small Business Economics, 36(1), pp.33-46.
  • Sturner, K., Bishop, P. and Lenhart, S., 2016. Developing Collaboration Skills in Team Undergraduate Research Experiences. PRIMUS, 27(3), pp.370-388.
  • Beyerlein, M., 1998. Management team: five critical strategies for maximizing group performance19981Marie McIntyre. Management team: five essential techniques for maximizing group performance. Team Performance Management: An International Journal, 4(2), pp.74-76.
  • Navas-Brenes, C., 2019. GROUP WORK IN A READING STRATEGIES COURSE. InterSedes, 20(42), pp.40-73.
  • DeVito, J.A. and DeVito, J., 2007. The interpersonal communication book.
  • Hargie, O., 2010. Skilled interpersonal communication: Research, theory and practice. Routledge.
  • Wood, J.T., 2015. Interpersonal communication: Everyday encounters. Nelson Education.
  • Whiteman, M.F., 2013. Writing: The nature, development, and teaching of written communication. Routledge.
  • González García, F., 2002. Matching syntax and semantics in argument structure: construction grammar and the theory of syntactic-semantic sentence patterns. Pragmalinguistica, (10), pp.139-158.
  • Speier, C., 2006. The influence of information presentation formats on complex task decision-making performance. International Journal of Human-Computer Studies64(11), pp.1115-1131.

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