CHAPTER 16
GROUP COMMUNICATION AND PRESENTATIONS
CHAPTER SUMMARY
This chapter explores effective leadership, the responsibilities of group members in
CHAPTER OUTLINE
Introduction (p. 284): Most people believe that the group process will slow them down,
but work teams are the preferred approach in business and industry. Problem-solving
groups of five to seven people work together to complete a specific task or solve a
particular problem.
I. Leadership: a process “whereby an individual influences a group of individuals
A. There are two types of leaders: formal and informal. Formal leaders are
designated or elected to oversee the group process whereas informal
leaders are members who help lead the group to achieve different
leadership functions.
B. Shared leadership functions: sets of roles you and other members
perform to facilitate the work of the group and to help maintain harmonious
relations among members.
1.
Role: a specific communication behavior group members perform to
address the needs of the group at any given point in times. When
these roles are performed effectively, the group functions smoothly.
C. Synergy: when the result of group work is better than what one member
could achieve alone.
1.
Five critical shared leadership responsibilities:
II. Conflict in groups (p. 287).
A. Groups that don’t experience some conflict risk the problem of groupthink:
when group members accept information and ideas without subjecting
them to critical analysis. Behaviors that signal groupthink include:
1.
Avoiding conflict to prevent hurting someone’s feelings.
B. Sources of conflict:
1.
Pseudo-conflict: when group members who actually agree about
something believe they disagree due to poor communication.
2.
Issue-related conflict: when two or more group members’ goals, ideas,
or opinions about a topic are incompatible.
C. We can diffuse potential conflicts by using “I” and “we” statements, which
reflect personal responsibility for our feelings.
1.
Perception checking is a verbal statement that reflects your
understanding of another’s behavior.
2.
Paraphrasing is putting a message into your own words.
D. Conflict management styles:
1.
Avoiding involves physically or psychologically removing yourself from
the conflict.
5.
Collaborating involves discussing the issues, describing feelings, and
identifying the characteristics of an effective solution before deciding
what the ultimate solution will be.
III. Systematic problem-solving: an efficient six-step method for finding an
effective solution to a problem (p. 291).
A. Identify and define the problem: The first step is to identify the problem and
define it in a way all group members understand and agree with.
that all members can accept.
D. Generate a host of solutions: Arriving at a good solution depends on
having a wide variety of possible solutions to choose from. A method to
encourage input is brainstorming, an uncritical, nonevaluative process of
generating associated ideas.
IV. Communicating effectively in virtual groups (p. 293).
A. Virtual groups convene using telephone or computer technology. These
groups are becoming popular for many reasons.
1.
Members need not be physically present.
B. Guidelines for effective communication when working in a virtual group:
1.
Train members to use the technology.
2.
Create ice-breaker and team-building opportunities.
7.
Schedule regular opportunities to assess the pros and cons of the
technology and make adjustments as warranted.
V. Group presentation formats (p. 294).
B. Written formats.
1.
Written brief is a short document that describes the problem,
background, process, decision, and rationale so that the reader can
C. Oral formats.
1.
Oral brief: a summary of a written brief delivered to an audience by a
group member.
2.
Oral report: delivers to an audience a more detailed review of a
group’s problem-solving process.
D. Virtual formats.
1.
Remote access report (RAR) is a computer-mediated audiovisual
presentation of the group’s process and outcome that others can
receive through email, Web posting, or other online transmission.
VI. Evaluating group effectiveness (p. 297).
A. Group dynamics: how individuals work together as a team toward a
common goal. Evaluating group dynamics can include:
1.
Judging the merit of each member’s efforts in terms of the five group–
member responsibilities.
1.
A group that wields immense power through its decisions, but ironically overlooked
as a “decision making group,” is the jury. Kacy Miller, in “Following the leader, of 6 or
2.
Another decision-making group not commonly considered as such are disaster relief
teams. Because these teams are dispersed throughout the world and exist to give
3.
In their article “When what you know is not enough: Expertise and gender dynamics
in task groups” (2004, Personality and Social Psychology Bulletin 30.12), Melissa C.
Thomas-Hunt and Katherine W. Phillips discuss the relationship between gender
DISCUSSION QUESTIONS
1.
What is the real benefit to group decision making? Why is it necessary? Why do we
2.
Groupthink refers to the tendency of group members to share assumptions, usually
3.
Based on the probable gender/cultural differences found when two or more people
come together, what types of stereotyping might interfere with a group’s ability to
communicate?
4.
There are many types of power. When you hear the word power, what comes to
CLASS ACTIVITIES
Activity 16.1: Agenda Setting and Leadership
Give groups the following agenda worksheet. The worksheet is designed to simulate a
group decision-making environment, using a familiar subject.
WORKSHEET: Agenda Setting
AGENDA
1.
Problem: What shall we do about leadership in the group?
2.
Analysis:
I. What responsibilities would the leader have?
3.
Possible solutions:
• No formal leader?
4.
Determine the best solution, making sure to apply the listed criteria.
Activity 16.2: Group Consensus Exercise(s)
Select 5–6 students to participate in a group exercise and distribute the following
worksheet(s). Have the group discuss the worksheet, instructing them to reach absolute
consensus for each item. While the group deliberates, instruct the rest of the class to
Worksheet 1: Ranking Life’s Values
Rank the following in their order of importance.
A comfortable life Family security
An exciting life Freedom
Worksheet 2: Ranking the Professional Prestige
Rank the following by their level of prestige.
Firefighter Physical Therapist
Farmer Air Traffic Controller
Doctor Journalist
Activity 16.3: Role Playing
Select 5–6 students to participate in a group exercise. Selected students should sit in a
circle at the center of the room, with the remainder of the class seated around them.
Give the group a topic to discuss, such as “Should medical testing be conducted on
animals.” Allow the group to get comfortable discussing with each other, and the
Activity 16.4: Decision-Making Criteria
Ask students to think of a problem that is occurring on your campus. This could be a
decision regarding tuition, adding a new food vendor to the student union, or building a
GLOSSARY OF KEY TERMS
accommodating: accepting others’ ideas while neglecting your own, even when you
disagree with the views of others
collaborating: discussing the issues, describing feelings, and identifying the
characteristics of an effective solution before deciding what the ultimate solution will be
competing: satisfying one’s own needs without concern for the needs of the others or
for the harm it does to the group dynamics or problem-solving process
comprehensive report: a written document that provides a detailed review of the
culture-related conflict: when the communication norms of group members are
incongruent
deliverables: products of the work provided to someone else
executive summary: a one-page synopsis of a comprehensive report
formal leader: a person designated or elected to oversee the group process
group dynamics: how individuals work together as a team toward a common goal
panel discussion: a structured problem-solving discussion in front of an audience
paraphrasing: putting a message into your own words
perception checking: a verbal statement that reflects your understanding of another’s
behavior
personality-related conflict: when two or more group members become defensive
because they feel as though they are being attacked
shared leadership functions: the sets of roles group members perform to facilitate the
work of the group and to help maintain harmonious relations among members
streaming video: a recording that is sent in compressed form over the Internet
symposium: a set of prepared oral reports delivered sequentially by group members
synergy: when the result of group work is better than what one member could achieve
alone
systematic problem-solving method: a six-step method for finding an effective
solution to a problem
TEST QUESTIONS
CHAPTER 16
Multiple Choice
1.
A group of four to seven people who work together to complete a specific task or
solve a particular problem is called a(n):
a.
discussion group
b.
problem-solving group
c.
solution group
d.
action-exchange group
2.
A person designated or elected to oversee the group process is called a(n):
a.
informal emergent leader
b.
shared leader
c.
task leader
d.
formal leader
3.
occurs when the result of group work is better than what one member could
achieve alone.
a.
Cohesiveness
b.
Productivity
c.
Dynamics
d.
Synergy
4.
In terms of responsibilities of group members and being committed to the group goal
for a class project, you should .
a.
be committed to the group goal
b.
complete individual assignments on time
c.
encourage input from all members
d.
all of these
5.
If a group member accepts others’ ideas while neglecting your own, even when you
disagree with the view of the others, he or she is engaging in the style
of conflict management.
a.
avoiding
b.
accommodating
c.
competing
d.
compromising
6.
is a disagreement or clash among ideas, principles, or people.
a.
Conflict
b.
Debate
c.
Argument
d.
Synergy
7.
is when group members accept information and ideas without subjecting
them to critical analysis.
a.
Brainstorming
b.
Perception checking
c.
Groupthink
d.
Problem solving
8.
The following is a behavior that signals groupthink:
a.
avoiding conflict to prevent hurting someone’s feelings
b.
discouraging or ignoring disagreements
c.
rationalizing a decision without testing it
d.
all of these
9.
This type of conflict occurs when two or more group members’ goals, ideas, or
opinions about the topic are incompatible.
a.
pseudo-conflict
b.
issue-related conflict
c.
personality-related conflict
d.
culture-related conflict
10.
This type of leadership role provides logistical support and records the group’s
decisions and accomplishments.
a.
procedural
b.
task
c.
maintenance
d.
shared
11.
All of the following are ways we tend to deal with conflict EXCEPT:
a.
separating the issues from the people involved
b.
keeping our emotions in check
c.
phrase our comments descriptively, not judgmentally
d.
calling an idea stupid
12.
The first step in the systematic group problem-solving method is to .
a.
identify and define the problem
b.
analyze the problem
c.
determine criteria for judging solutions
d.
generate a host of solutions
13.
During the step of the systematic group problem-solving method, you might
ask questions such as “why has the problem occurred?” Or “what are the symptoms
of the problem?”
a.
identify
b.
analyze the problem
c.
determine criteria for judging solutions
d.
generate a host of solutions
14.
All of the following are benefits of communicating in virtual groups
EXCEPT .
a.
not having to be present for the communication to take place
b.
communication problems can impact task and relational outcomes
c.
saving money
d.
being able to use asynchronous virtual groups
15.
During the step of the systematic group problem-solving method, you might
ask questions such as “what must the solution achieve?” or “are there any factors
that might limit the choice of solutions?”
a.
identify and define the problem
b.
analyze the problem
c.
determine criteria for judging solutions
d.
generate a host of solutions
16.
This group presentation format allows for a summary of a written brief to be
delivered to an audience by a group member.
a.
oral report
b.
oral brief
c.
written brief
d.
comprehensive report
ANS: b SEE PAGE 295
17.
Etiquette rules applicable to communicating over computer networks are called:
a.
Internet etiquette
b.
common courtesy
c.
netiquette
d.
Web protocol
18.
If a group continues to use the problem-solving process to determine how action will
be taken and who will be responsible for the solution, then it is in the
step.
a.
identify and define the problem
b.
analyze the problem
c.
determine criteria for judging solutions
d.
generate a host of solutions
19.
A problem-solving discussion in front of an audience is called
a .
a.
remote access report
b.
panel discussion
c.
symposium
d.
none of these
20.
Using “I language” that phrases your interpretations and opinions as your own rather
than defense-arousing “you language” is a strategy that should be employed in
.
a.
panel discussion
b.
paraphrasing
c.
personality-related conflict
d.
systematic problem solving
True-False
21.
T F All members of a group have valuable perspectives.
22.
T F Groups that don’t experience conflict risk the problem of groupthink.
23.
T F Although working in a group to develop and deliver a presentation has its
disadvantages, it is the preferred approach in business and industry.
24.
T F Scholars think that leaders are born, that some people inherited traits that
made them naturally suited to be leaders.
ANS: F SEE PAGE 285
25.
T F Avoiding means physically removing yourself from the conflict.
ANS: F SEE PAGE 290
26.
T F Collaborating occurs when people work through a problem together to
discover a mutually acceptable solution.
27.
T F A streaming video is a great way to distribute oral reports, symposiums,
or panel presentations.
28.
T F Remote access reports are only prepared by one member of a group.
29.
T F A symposium is a discussion in which a limited number of participants
present individual speeches of approximately the same length dealing
with the same subject.
30.
T F Group dynamics refers to how individuals work together as a team
toward a common goal.
ANS: T SEE PAGE 297
ADDITIONAL RESOURCES
Assessing key traits. (2000). Association Management, 52(1), 22.
Miller, K. (2005, January 31). Following the leader, of 6 or 12. National
Law Review, p. S1.
Rehling, L. (2004). Improving teamwork the awareness of controversial styles.
Business Communication Quarterly, 67(4), 475.