Tasks, tools and elements of communication
(#1
& 2) Multiple-Choice Questions
1.)
The first priority of any sort of committee or task force is
a)
making decisions
b)
looking good to the boss
c)
communication
d)
none of the above
2.)
One of the biggest complaints people have about having to serve on committees is that
a) it eats up time that should be devoted to real work
b) they don’t feel useful
c) meetings are boring
d) none of the above
3.)
How well a group performs the job they were assembled to do depends on all the following
except
a)
how well they work together as a group
b)
how well they have learned to cooperate
c)
how well they communicate
d)
how good they are at proving themselves right
4.)
For a group to be able to communicate effectively, the following are necessary except
a)
members must be satisfied
b) members must be committed to the project
c) members must work better alone
d) members must want to stay part of the group
5.)
Taking meetings out of the office
a) makes them more formal
b) shows that management is not approachable
c) makes employees more likely to open up to you
d) makes employees less likely to tell the truth
6.)
You should praise _________ and give feedback ___________.
a) in public, in private
b) in private, in public
c) constantly, not as often
d) when it is not deserved, honestly
7.)
The following are all ways to help build a trusting climate except
a) view subordinates doubts as disloyal statements
b) set honesty as one standard that will not be compromised
c) develop and reinforce your staff’s independence
d) share credit for successes
8.)
Many groups and committees stall and lose their ability to act effectively because of all
of the following except
a) personalities get confused with principles
b) members become polarized over one or more issues
c) focus moves from solving a problem to proving that they
and they alone have the right answer
d) members are willing to communicate
(#3)
Matching the Columns – match the correct definition with the correct word
a)
Mediator |
1)
Decide in advance exactly who needs to be at the meeting, and who does not |
b)
Purpose |
2)
Pay particular attention to how people interact at the meeting |
c)
Participants |
3)
Must lay the groundwork to open communication between opposing sides |
d)
Planning |
4)
Required for effective communication |
e)
Process |
5)
Know what you want to accomplish by having the meeting |
f)
Trust |
6)
Make sure that every aspect of the meeting is carefully planned in advance |
Summary
Regardless of why it was established, the primary job of any committee, task force,
meeting, or working group is communication. If the members cannot communicate effectively
amongst themselves, there is no way they can accomplish their stated goal.
One of the most common complaints about meetings, and it is usually a valid one, is that
they eat-up—waste!—too much time. If team members can learn to communicate
effectively and honestly, and to focus on their reason for being there, they can finish
their work more quickly and get back to what they are there to do in the first place.
Everyone involved in committee meetings, and especially those who are there to lead them,
should have a basic understanding of group dynamics, of how people work together in small
groups. This includes an understanding of the stages a group goes through—from its
formation to its dissolution.
If you are responsible for managing people, you are having a “meeting” every
time you talk to a subordinate—or anyone else you work with, including your peers and
your superiors. There are a number of effective techniques for “managing by walking
around” that takes a lot of the natural tension and nervousness out of meetings, and
also helps managers build and maintain the trust they will need to lead effectively.
To be an effective manager, you also have to be a mediator. You have to be able to cut
through the diversity and extremes and find a workable middle ground—one that will
serve as the starting point to where you have to go—and be one that everyone can live
with. You will also have to learn how to ask the questions that need to be asked to make
sure that everyone’s opinion is heard, explained, and given proper consideration.
~
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Module
Test
1.) Any formal organizational gathering generates messages to the group included, not to those who are not included.
True
False
2.)
Not being included in a project can leave some
employees feeling nervous, left out, or even slighted.
True
False
3.)
Communication is a vital part of establishing
and maintaining the relationships that are necessary in any project/programme purpose’s setting.
True
False
4.)
The lines between our different groups stay
distinct, not blurry.
True
False
5.) Meetings can be between as few as two people.
True
False
6.)
Meetings with subordinates are not as important
as those with a formal task force.
True
False
7.) You should interact with employees only on a formal basis.
True
False
8.) You should go to the staff’s work area, and meet them on their own turf.
True
False
9.)
You should not give information to staff after
management meetings.
True
False
10.) One of the biggest blocks to effective communication is a person who refuses to communicate.
True
False
Bibliography
Carnes,
W. (1980). Effective meetings for busy people: Let’s decide it and go home.
Newman,
P., & Lynch, A. (1983). Behind closed doors: A guide to successful meetings.
Roberts,
D. (1986). The administration of organization meetings: A practical guide.
Communication:
Required no matter what sort of work you do. Effective communications requires
trust.
Group
dynamics: The study of how people work together in small groups.
Meeting:
A communication between two or more people. Every time you talk to your subordinates
at work, you are having a meeting.
Managing
by walking around: Taking meetings out of the office, making them more informal, and
sending a message that management is approachable.
Learning
Objectives
·
To understand that group dynamics help you to
understand how a group of people communicates and that building good communication skills
is essential.
·
To learn how to hold effective meetings that
improve communication and recognize problems in groups and how to solve them.
Q&A
1.) What are the four stages a group goes through before they are dissolved?
Forming:
the focus is on figuring out who members are, and how they will all fit and work together.
Conforming: The individuals start to function as a team, and leaders and subgroups
develop. Storming: Conflicts develop, often over leadership, structure, power, and
authority. Performing: They do the job they were assembled for.
2.) What are the five factors that allow a group to communicate effectively and accomplish their goal?
Members
must get along, they have to be able to communicate and work with one another, members
must be satisfied, members must be committed to the project, and they must want to stay
part of the group.
3.) What is one of the biggest blocks to effective communication and how can you deal with it?
One
of the biggest blocks to effective communication is a person who refuses to communicate.
At times the only way to get them to talk is to ask them some probing, open-ended question
that can’t be answered by a simple yes or no.
End of Module