Effective Group Communication - Essay Example

? Group Effectiveness Introduction 3 Formation of Group 3 Group Effectiveness 4 Effective Group Communication 5 Modes of Communication in My Group 5 Task Roles and Maintenance Roles 6 Conclusion 7 References 8 Introduction The importance of teams for organizational success cannot be denied. Its importance and need has in fact increased manifold in this highly competitive globalised world. Making effective teams to gain synergies of work is no mean task. There are many different types of team namely learning teams, work teams, cross functional teams, executive teams etc. This paper aims at exploring various dimensions of team effectiveness and strategies. An example of a cross functional team will also be discussed to build a clear understanding of issues and problems in building effective teams from a practical approach. Formation of Group Formation of the group is the first and the most fundamental part of group effectiveness. The selection of the right size and the right members is of vital importance for the success of any group. My group was formed when my organization decided to launch a new product. It was line extension. My organization formed a cross functional team. Group members were selected from different departments according to the requirements of the project. My group consisted of eight employees from three different departments of the organization i.e. procurement and supply chain, production and marketing. The purpose or task of the group was the successful launch of the product. Like all work groups my group also passed through the four stages of group development after formation namely mutual acceptance, decision making, motivation and commitment, and control and sanction. When a group passes through these stages, a successful group becomes a mature group. According to the group development model any group has three major issues i.e. interpersonal issues, task issues, and authority issues. Group effectiveness can be increased by taking care of these three issues. The interpersonal issues include aspects like trust, personal comfort and security. The task issues include purpose of the group, what the group wants to achieve i.e. the expected outcomes and the methods utilized to achieve those outcomes. The authority issue deals with the hierarchy of power and role definition of every member in the group along with the chain of command. A clear and unambiguous definition of these issues helps improves effectiveness of the group (Debra L. Nelson, 2011). Group Effectiveness There are various external and internal factors that are responsible for group effectiveness. It includes group size, time, diversity in group in terms of gender, age, culture and interpersonal diversity, group cohesion, norms of the group etc. Our group had all these factors. There are many characteristics of a successful group such as an effective open communication possible through a relaxed, comfortable and informal atmosphere. The group task which was in our case was the successful launch of the product in the predetermined time lines, must be clear to all group members. Group members are not able to hold task open discussions about task related goals but are keen to listen to one another. Group cohesion and communication is so strong that people express both their feelings and ideas. Conflicts do happen as a healthy sign but they revolve around task, methods and ideas and not personalities. The group has a good understanding and is aware and conscious of its functions. Decisions are taken through mutual consensus. Group assigns clear duties to each member with their consent. My group has all these characteristics of an effective group (Jane Goodman, 2006). Effective Group Communication The study of group dynamics in various theories and research revealed that enhancing group effectiveness requires complex skills, techniques and knowledge that creates choices, opportunities and success not only for the group but for the individual as well. Effective communication was identified as an effective tool in enhancing group effectiveness. Effective communication in groups requires two way communications that requires environment of trust. One way communication can only be used to disseminate information (Johnson, 2009). Project leader in my group was very friendly and was able to identify and respond to not only verbal communication but also non verbal communication shown through body language. Modes of Communication in My Group All groups for effective communication must pay attention to all verbal and nonverbal cues by the group members. Different groups utilize various strategies and techniques for effective communication but most of them use three types of communication namely Climate communication, procedural communication and task communication. My group employed all three forms of communication. The environment was open, informal and supportive which inculcated trust in the group member to openly share their views for improving group performance. Procedural communication deals with managing time line and enabling conversation along about how it can be and should be done. Task communication is based on evidence, reasoning, organizing and maintains a healthy relationship along to meet the desired targets and tasks. All these three forms of communication was effectively used by my group to ensure internal timelines are met and the project is going in the right direction of achieving the task and group members have healthy working environment and feel free in sharing their views (Wood, 2008). Task Roles and Maintenance Roles It is argued that team members are responsible for 80% of the organizational success. It is possible if teams and groups are successful in achieving their goals, through effective communication and commitment, and hence are able to perform task role and maintenance roles. Task functions are those roles that need to be essentially performed if the group is to achieve its target and goal. Task role includes searching information, organizing, alignment of activities etc. In our group that task role was defined for each member that included tasks of procurement of material and managing supply chain, production of the new product according to the requirements within the agreed timeline and the marketing of the product before and after the launch. Maintenance functions are those roles that are essential for maintaining harmony and interpersonal relationship in the group. Maintenance role require encouragement of supportive interpersonal climate, creating harmony by minimizing conflicts through negotiation and relieving tension through informal communication. Group leader must also control the flow of information for effective communication. In my group it was achieved through regular group meetings and communication with group members on daily basis (Hamilton, 2008). Conclusion Effectiveness of a group depends on many factors such as selection of the right team, size, timing and effective communication within the team. A successful team has to take care of all these issues and maintaining a supportive and open atmosphere for building healthy interpersonal relationship. Properly executed task roles and maintenance roles ensure effectiveness of the team. References Debra L. Nelson, J. C. (2011). Organizational Behavior: Science, the Real World, and You . USA: South Western Cengage Learning. Hamilton, C. (2008). Communicating for Results: A Guide for Business and the Professions. USA: Thompson Higher Education. Jane Goodman, N. K. (2006). Counseling adults in transition: linking practice with theory . New York: Springer Publishing Company. Johnson, D. J. (2009). Joining Together. New Jersey: Pearson. Wood, J. T. (2008). Communication mosaics: an introduction to the field of communication. USA: Thompson Higher Education. Read More