Executive Diploma in Apparel

Management and Technology

MANAGEMENT
Lesson 3 - Team Work & Communication
 At the end of the session you will be
able to understand;

1.To define & classify teams

2.To understand the differences
formal groups & informal groups
3.To understand five-stage model
Learning of group development
Outcomes 4.To identify advantages &
disadvantages of team work
5.To understand characteristics of
effective team
 Defining and Classifying Groups

What is Group/Team?
Two or more individuals interacting and interdependent, who have
come together to achieve particular objectives.

Formal
Formal&&Informal
InformalGroups
Groups
Formal Group
Work groups defined by the organization’s structure that have designated work
assignments & tasks. An official group has particular structures and roles where
responsibilities of members of the group are defined.
Informal Group
A group that is neither formally structured now organizationally determined; appears in
response to the need for social contact.
 Defining and Classifying Groups
(cont’d)
Command Group Task Group
A group composed of Those working together
the individuals who to complete a job or task.
report directly to a
given manager.

Interest Group Friendship Group

Those working together Those brought together
to attain a specific because they share one
objective with which or more common
each is concerned. characteristics.
Why People Join Groups
 The Five-Stage Model of Group Development

Forming Stage
The first stage in group development, characterized by much uncertainty.

Storming Stage
The second stage in group development, characterized by intragroup conflict.

Norming Stage
The third stage in group development, characterized by close relationships
and cohesiveness.

Performing Stage
The fourth stage in group development, when the group is fully functional.

Adjourning Stage
The final stage in group development for temporary groups, characterized
by concern with wrapping up activities rather than performance.
Stages of Group Development
 Advantages of Teamwork
1. Shared work load and responsibility
2. Time saving element
3. Provides a large pool of ideas
4. Variety of expertise , different talents coming together
5. Develop ability to work together
6. Avoid major errors
7. Innovations
8. Support workload not as stressful for one person
9. Team commitments may stimulate performance , motivation &
attendance
 Disadvantages of Teamwork
1. Some individual are not compatible with team work
2. One person’s negativity can impact the entire team
3. Unequal participation
4. More time consuming for decision making process
5. Unwillingness to participate
6. Individual achievement not recognize
 Characteristics of Effective Team
• Posses effective skills
• Have appropriate leadership
• Have a clear understanding of their goals
• Have both internally and externally supportive
environments
• Have good communication systems
• Are unified in their commitment to team goals
 Group Decision Making
• Strengths • Weaknesses
– More complete – More time consuming
information (slower)
– Increased diversity of – Increased pressure to
views conform
– Higher quality of – Domination by one or a
decisions (more few members
accuracy) – Ambiguous
– Increased acceptance of responsibility
solutions
 At the end of the session you will be
able to understand;

1.Answer the question “ what is

communication?’
2.Illustrate the communication
process
Learning 3.Discuss the types of
Outcomes communication
4.Describe directions of
communication
5.Explore barriers to
communication
 Definition of Communication
Communication : Transferring of a message from the sender to the
receiver who understands the content of message.

Importance
Importanceof
ofEffective
EffectiveCommunication
Communicationto
toBusiness
Business

1. Get information
2. Develop relationships
3. Build support
4. Motivate & encourage others
5. Improve team work
6. Reducing stress
 What Is Communication?
• Communication
– The transfer and understanding of meaning.
• Transfer means the message was received in a form that can
be interpreted by the receiver.
• Understanding the message is not the same as the receiver
agreeing with the message.
– Interpersonal Communication
• Communication between two or more people
– Organizational Communication
• All the patterns, network, and systems of communications
within an organization
Four Functions of Communication

Control
Control Motivation
Motivation

Functions
Functionsof
of
Communication
Communication

Emotional
Emotional
Information
Information Expression
Expression
The Communication Process Model

Communication Process
The steps between a source and a receiver that result
in the transference and understanding of meaning.
 Interpersonal Communication
• Message
– Source: sender’s intended meaning
• Encoding
– The message converted to symbolic form
• Channel
– The medium through which the message travels
• Decoding
– The receiver’s retranslation of the message
• Noise
– Disturbances that interfere with communications
14–20
 Distortions in Communications
• Message Encoding
– The effect of the skills, attitudes, and knowledge of the
sender on the process of encoding the message
– The social-cultural system of the sender
• The Message
– Symbols used to convey the message’s meaning
– The content of the message itself
– The choice of message format
– Noise interfering with the message
 Interpersonal Communication
Methods
• Face-to-face • Hotlines
• Telephone • E-mail
• Group meetings • Computer conferencing
• Formal presentations • Voice mail
• Memos • Teleconferences
• Traditional Mail • Videoconferences
• Fax machines
• Employee publications
• Bulletin boards
• Audio- and videotapes
Barriers to Effective Interpersonal
Communication
• Filtering
– The deliberate manipulation of information to make it
appear more favorable to the receiver.
• Emotions
– Disregarding rational and objective thinking processes
and substituting emotional judgments when
interpreting messages.
• Information Overload
– Being confronted with a quantity of information that
exceeds an individual’s capacity to process it.
 Barriers to Effective Interpersonal Communication
(cont’d)
• Defensiveness
– When threatened, reacting in a way that reduces the
ability to achieve mutual understanding.
• Language
– The different meanings of and specialized ways
(jargon) in which senders use words can cause
receivers to misinterpret their messages.
• National Culture
– Culture influences the form, formality, openness,
patterns, and use of information in communications.
 Levels of Communication
1. Individual Level
2. Interpersonal Level
3. Group Level
4. Organizational Level
Communication Flows

nal
ago
Di
U D
p o
w Lateral w
a n
w
r a
d r
d
Direction of Communication Flow
• Downward
– Communications that flow from managers to
employees to inform, direct, coordinate, and
evaluate employees.
• Upward
– Communications that flow from employees up to
managers to keep them aware of employee
needs and how things can be improved to create
a climate of trust and respect.
 Direction of Communication Flow
(cont’d)
• Lateral (Horizontal) Communication
– Communication that takes place among
employees on the same level in the organization
to save time and facilitate coordination.
• Diagonal Communication
– Communication that cuts across both work areas
and organizational levels in the interest of
efficiency and speed.
Exhibit 14–4 Three Common Organizational
Communication Networks and How They
Rate on Effectiveness Criteria
• Chain Network
– Communication flows according to the formal chain
of command, both upward and downward.
• Wheel Network
– All communication flows in and out through the
group leader (hub) to others in the group.
• All-Channel Network
– Communications flow freely among all members of
the work team.
 The Grapevine
• An informal organizational communication
network that is active in almost every
organization.
– Provides a channel for issues not suitable for
formal communication channels.
– The impact of information passed along the
grapevine can be countered by open and honest
communication with employees.
 Group Discussion : Types of
Communication
S/ Types of Communication Advantages Disadvantage
N

1 Oral Communication
2 Written Communication

3 Nonverbal
Communication

4 Computer-Aided
Communication
 Group Activity
Situation Appropriate Reason
Method
1.Do not smoke in this area

2. There will be a fire drill

today
3.Special staff meeting at
2.00 p.m today.
4.You have been sacked
because of frequent absence
from work.
5. Progress meeting with
country managers in MNC
6.Calling for interviews