The Role of Groups and Their Influence on Group Communication in the Work Place - Essay Example

Major Assignment Name: Institution: 12th March, 2012. Communicating in Groups Introduction A group is defined as a situation where two or more people come together to work and achieve certain needs by interacting (Mulholland 2008).When individuals work together, group forms. It can be a formal group or an informal group which forms when organizations recognize or do not recognize the group respectively. How a group functions depends on following four aspects that include group size, group rules, group togetherness and the role of group members. As such, this essay seeks to define roles of groups in a work station and their influence, attributes associated with a group, the skills required to make decisions within the group set ups and the way group members should relate to one another during meetings. The Role of Groups and their Influence on Group Communication in the Work Place Groups at work place are becoming very common in today organizations. Companies are looking for the differences that develops when individuals come together to achieve a particular project. In work place, project managers head groups of people from different departments and work with their customers to do projects (Kermit n.d). Groups have general role to solve problems within a business set up in relation to quality and service to customers and then work together until solutions are found. Similarly, they help improve the communication skills amongst members of the group and abilities to solve problems with a mindset of the group members relating in a professional manner. In regard to the above sub heading, groups have the following specific roles; Managing Projects Many companies bring together individuals from departments that are not similar to apply projects. For example, in hotel management, there can be need for a new hotel building and the members from different sections in the business such as accountants, human resource managers, marketers and procurement offices come together to make sure that the hotel is built and finally it has customer through advertisement of the marketing department. This shows team work (Kermit n.d). Participating in Teambuilding When members of a company such as manufacturing industry for clothes work together from those cutting materials, those stitching, to those that do packaging, the members learn to understand and cooperate with one another hence the spirit of working as a team is natured. As such they are more likely to work together in future hence advantage for company. Improving Creativity When groups come together, they discuss issues that help the business. Member by member give their own idea during discussion and the sharing help build ideas which cannot be solved by one person. When working together, new ideas come up hence they are creative. For example, when a less experienced distributor of sweets employed by a company tells the members doing packaging what kind of colour of packaging that customers like, the packaging team will learn and develop a good packaging that will attract many customer. Groups Provide an Environment for Learning Groups are also good when a business has difficult projects that will take long time to complete. This is because they can meet, discuss and talk about problems. For example, a group can use the enough time that they have to discuss how customers can be treated well in an air travel company such as British Airways. This needs time and as such, during discussion, most members who do not have solutions or who do not have finite ideas about a project learn from those who are experienced (Kermit n.d). Issues of Group Attributes Research has given several attributes that are required by companies to achieve good teamwork (Herrington 2002). For successful running of groups, there are particular attributes that the members need to have in order to succeed in whatever project they are running. Many of the attributes have been written down in several literature works and include, but not limited to, the following; Commitment to team success and shared goals Team members are always committed to ensure that the team succeeds and believe in the goal that they all share. Teams that are successful are encouraged, occupied, and target to achieve the best or at the most high level (Herrington 2002). Example is that, a member of a team will even work extra hard to write down a budget in case of accountant in time so that they reach their objective. Interdependence In a team, each member should create environment where if they work together they can give many contribution as a team than when working alone. When the team members depend on each other in a positive way, then good results are likely to be seen because each one gives his or her best. Every person will encourage their counterparts in the team to contribute, learn and achieve the goal (Herrington 2002). Interpersonal Skills This explains the capacity to discuss things freely with other members of team. Each member should be honest, support agenda, respect and be committed to the group and to its members (Herrington 2002). When member care about one another, they can work effectively to meet goal. Open Communication and Positive Feedback Each member of team should listen to and appreciate the contribution of others in the team. When one member value thought of other members, it creates good working environment and understanding which is good for work. The members should be able to face critics from one another and respond in a positive manner (Herrington 2002). Ensuring Appropriate team Composition This is important when making or constituting groups. The members should have knowledge of why they are in the team and what they should be doing. When members understand their roles, they should contribute in positive way to the project. Therefore, each member should have a particular experience or skill that he or she brings on board to the group. Commitment to team processes, leadership & accountability Understanding team progress is important for each member. Good leadership involves making decisions together with other team members to ensure success. When a decision is made by any team member, he or she should be accountable for their decision and ensure that each member is taking part in every stage therein (Herring 2002). Decision making Skills Because in a group it is important to take into consideration the need of each and every member of group, it is essential that a proper process is used to arrive at a decision to avoid conflicts. The process includes the following respectively (Group Decision Making n.d); Identifying the Decision to be made Before members come up with data and list of several solutions that need to be made, it is important that each understands what is being asked of them or what decision is the group making so that it is same as the goal (Wilson & Hanna 1986, p.5). Analyzing the issue under discussion After getting a goal, try to look for any other additional resources that the group may need over and above what is available (Group Decision Making n.d). A detailed understanding of the problem is discussed together with the challenges that may be associated with it. Establishing a Criteria Involves choosing or determining a method how the solution arrived at or listed would be successful or not is done at this stage. This is close to setting an evaluation criterion of the solution. Brainstorming Potential Solutions Here many ideas as possible are collected in line with the decision that is made in step 1. Many possible solutions to the problem identified in stage 1 are listed for further discussion (Group Decision Making n.d). Evaluating the Options and Selecting the Best One Use the method determined in step 3 to decide which solution best solves the problem that is identified in step 1. Implementing the Solution This is where action is taken on how, when, whom and why should what particular thing be done. Resources for putting in place or actualizing the decision chosen are identified at this stage and a proper plan is drawn on how it should be done or implemented. Monitor and Evaluate the Outcome Use the method chosen in step 3 to establish whether the decision made is a success after its implementation. If it is not, step four is redone to check on the other alternative solutions can be arrived at (Group Decision Making n.d). Relationships in Meetings Members of a group should attend meetings, ask questions, and participate in discussions during meetings. Contributions are necessary so that decisions made include all group member participation in meetings (GBM 2012). These are the only key issues that may be affecting how groups relate, otherwise, procedural processes of how meetings should be run takes effect which are unique depending on who runs a meeting and what particular objectives a group would like to achieve. Conclusion From the discussions above it is seen that groups are important in meetings to help bring creativity, understanding and the spirit of teamwork to help create a healthy environment that is free of conflicts and personal feelings of being left out. Members participating in group discussions learn from one another and this help develop employees and achieve the overall objective of a business. Bibliography Mulholland, J 2008, Unit Five: Working with Others in the Work Place, Ulster, viewed 12thMarch 2013, Smith, C 2011, Teamwork Skills Toolkit, Griffith University, viewed 12 March 2013, Herrington, J 2002, Successful teamwork: A case study, Tarricone, viewed 12 March 2013, < http://www.deakin.edu.au/itl/assets/resources/pd/tl-modules/teaching-approach/group assignments/case-studies/case-study-edith-cowan-university.pdf > Group Business Meeting 2012, Group Business Meeting, GBM, viewed 12 March 2013, Kermit, B n.d, Roles of Groups in the Workplace, Small Business, viewed 12 March 2013, < http://smallbusiness.chron.com/roles-groups-workplace-18295.html > Sgrice 2009, Team Building Skills, Cornelius & Associates, viewed 12th March 2013, Group Decision Making n.d, Group Decision Making, Centre for Teaching Excellence, viewed 12th March 2013, < http://cte.uwaterloo.ca/teaching_resources/tips/group_decision_making.html > Shalinsky, W & Snider, S 1985, Working in Small Groups: How to Do It Better, University of Waterloo: TRACE. Wilson, GL & Hanna, MS 1986, Groups in Context: Leadership and Participation in Small Groups, New York, NY: Random House, Inc. Read More