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Business Communication > Chapter 2- Communicating and Collaborating in Teams > Flashcards

Chapter 2- Communicating and Collaborating in Teams Flashcards

1
Q

What is a team?

A

A unit of 2 or more persons working together to achieve a common goal

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2
Q

What is collaboration?

A

Coming together of individuals to solve complex problems

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3
Q

What are 3 advantages of working in Teams?

A
  1. Increase information and knowledge (collectively)
  2. Increased diversity of views- perspectives, ideas towards decision making
  3. Higher performance levels- more creativity, refining of ideas etc.
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4
Q

What are the disadvantages of groups?

A
  1. Group think- individual ideas rejected, uses subjective decision making process
  2. Hidden Agendas- people join to take over
  3. Overload- too many group assignments
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5
Q

What are the characteristics of an effective team?

A
  1. They have a clear sense of purpose
  2. Open and honest communication
  3. Consensus-based decision making
  4. Creativity
  5. Effective Conflict resolution
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6
Q

What are group dynamics?

A

These are the interactions that take place within a team

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7
Q

What are the 4 factors that influence group dynamics?

A
  1. Roles team members assume
  2. The current phase of team development
  3. The team’s success in resolving conflict
  4. Team’s success in overcoming resistance
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8
Q

Group Dynamics Cont’d- Describe how Roles team members assume affect group dynamics

A

Self-oriented- These persons distract from the main task at hand, conflict makers

Task-Oriented- Focused on assigning tasks, organizing tasks, disseminating info

Team Oriented - encouraging members, resolving conflicts, finding compromise

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9
Q

Phase of Team Development and Group Dynamics

A
  1. Orientation- New to each other
  2. Conflict- experiencing differences
  3. Brainstorming- coming together to solve problems
  4. Emergence- presentation of the idea, agreement
  5. Reinforcement- representation of idea, consensus
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10
Q

The team’s success in resolving conflict and group dynamics

A
  • Constructive conflict: forces important issues forward, promotes ideas
  • Descriptive conflict: Diverts attention from important issues
      Affects how they resolve it- constructive easier to resolve,
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11
Q

State 3 measures used to solve conflict

A
  1. Openess- get feelings in the open
  2. Fair Play
  3. Proactive Behaviour- deal with small issues before they become serious
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12
Q

Success in Overcoming Resistance and Group Dynamics

A

Strategies :

  1. Actively Listen
  2. Express Interest
  3. Ask questions
  4. Collaborate toward resolution
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13
Q

Give 3 guidelines for collaborative writing

A
  1. Selected Collaborators Carefully
  2. Clarify individual responsibilities
  3. Check how things are going- don’t assume all is well
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14
Q

Give 2 technologies for collaborative writing

A
  • Wiki: allows persons in group to access, edit, add info

- Social Networks

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15
Q

What does Social Networks do for teams?

A

Fosters collaboration by identifying and connecting the best people to work on each problem.

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16
Q

What are the important aspects of mobile collaboration software capabilities?

A
  1. Voice and Video Calling
  2. Voice and Video Conferencing
  3. IM
  4. Real-time collaboration
17
Q

How to Give and respond to constructive feedback

A

To Give: -Clearly outline how the issue can be improved

To Recieve: Keep emotions in check, view it as an opportunity to improve

18
Q

State 4 steps to having an effective meeting

A

+]\
-1. Decide on purpose ahead of time

  1. Select the right participants
  2. Choose venue and time
  3. Set clear agenda for the meeting (what you want to accomplish)
19
Q

State 3 ways to conducting and contribute to efficient meetings

A
  1. Stay on track
  2. Use phones respectfully
  3. encourage participation
20
Q

Struture of minutes for a meeting

A
  1. All present and absent
  2. Start and end time
  3. All tasks assigned to each member
21
Q

What are 2 major technologies used to enhance or replace in-person meetings

A
  1. Instant Messaging and Teleconferencing- forms of virtual meeting
  2. Telepresence- system that make participants seem as if they are in the room with you
22
Q

What are the major modes of listening?

A
  1. Content listening- Listening to understand and retain
  2. Critical Listening- Listening to understand and evaluate the meaning
  3. Empathetic Listening- Listening to understand the speaker’s feelings, needs and wants
23
Q

Outlining the 5 steps in the listening process

A
  1. Receiving
  2. Decoding
  3. Remembering
  4. Evaluating
  5. Responding
24
Q

What are 3 barriers to effective listening?

A

Selective Listening- Taking some parts of the message as the main idea

Selective perception- listeners mold messages to fit their own ideas

Defensive Listening- listen to respond, help ego

25
Q

How to overcome barriers to effective listening?

A
  1. Put aside biases and distractions, use active listening
  2. Try to paraphrase the main ideas
  3. Don’t rely on memory
26
Q

Advice for giving feedback

A
  1. Seek room for improvement
  2. Be impersonal and focus on issue
  3. Time feedback carefully
27
Q

What is nonverbal communication?

A

The interpersonal process of sending and receiving information, both intentionally and unintentionally, without using written or spoken language

28
Q

Why is nonverbal communication important?

A

-Strengthen verbal language, weaken it, or replace words completely

29
Q

What are the 6 major categories of Non Verbal Communication?

A
  1. Facial Expression
  2. Guestire and Posture
  3. Vocal characteristics
  4. Personal Appearance
  5. Touch
  6. Time and Space
30
Q

Three ways use Non-Verbal Communication Effectively

A
  1. Pay attention to non-verbal cues, match non-verbal cues to message
  2. You can’t tell everything with nonverbal cues- sometimes intentions are good, but the tone misleads
  3. Match appearance to behaviour- appearance affects how the message is received
31
Q

Three elements of business etiquette

A
  1. Personal Appearance- outfit
  2. Grooming- cleanliness, smell/perfume
  3. Etiquette for the phone
32
Q

Business Etiquette in Business/ Social Settings-

A
  1. Introduction- brief intro of role in company. Introduce lower rank to senior rank
  2. Dinner Etiquette- easy to eat foods, avoid alcohol and controversial topics
33
Q

3 elements of etiquette online

A
  1. Avoid personal attacks
  2. Don’t present opinions as facts
  3. Watch language and keep emotions under control

Business Communication (11 decks)

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