Group_Communication

Group Communication COM/530 June 20, 2011 Jon Zimmerman Group Communication Memorandum To: Jon Zimmerman CC: Com/530 From: LT Date: June 20, 2011 Re: Group Communication 1. MR. ZIMMERMAN, THIS MEMO HAS BEEN WRITTEN TO HELP GUIDE AND FAMILIARIZE YOU ON HOW GROUP FORMATION AND COMMUNICATION IN GROUPS WITHIN OUR ORGANIZATION FUNCTION. THE MEMO ADDRESSES THE FIVE STAGES OF GROUP FORMATION AND THE ROLE OF GROUP COMMUNICATION. THE MEMO WILL ALSO ANALYZE THE BARRIERS THAT GROUPS ENCOUNTER DURING THE FORMATION PROCESS. FURTHERMORE, INCLUDED IN THE MEMO ARE SOME TECHNIQUES TO OVERCOME POTENTIAL BARRIERS IN ORDER TO ENHANCE GROUP COMMUNICATION. 2. “Groups generally pass through a predictable sequence in their evolution.” (Robbins & Judge, 2007, p. 279) Currently, there are five stages of group development (predictable sequence). The five stages are as followed: forming, storming, norming, performing, and adjourning (Robbins & Judge, 2007). In the first stage, forming, members of the group will determine through trial and error what behaviors are acceptable in the group. Moreover, only when members start to think of themselves as a group is the first stage complete (Robbins & Judge, 2007). During the second stage, storming, conflict may arise as members within the group may struggle with constraints of individuality as well as power. Upon completion of the second stage there will be a clearer understanding of leadership and hierarchy in the group (Robbins & Judge, 2007). By the third stage, norming, the identity of the group is identifiable, relationships develop among group members and the group has a defined set of expectations of group behavior (Robbins & Judge, 2007). In the fourth stage, performing, a clear structure of the group is apparent and fully functional as well as accepted by all members. At this stage, members are familiar with one another with a common goal of performing and completing tasks. For all permanent groups the performing stage is the final stage in group development (Robbins & Judge, 2007). However, for temporary groups there is a fifth stage, adjourning. The adjourning stage is the “dissolution stage” of the group. In this stage groups will wrap up tasks. The mood in this stage can be anything from excitement for completion of set tasks to sadness over the feeling of a potential loss of friendships that may have been gained during the group (Robbins & Judge, 2007). 3. As mentioned previously, the norming stage is the time relationships are established. Relationships are forged both positively and negatively as a direct effect of communication during this developmental process. Therefore, communication is paramount in a group dynamic. There are several ways to communicate within a group, such as interpersonal communication (oral, written, and nonverbal communication). They may also choose to communicate formally by using small group networks: the Chain, Wheel, and All Channel (Robbins & Judge, 2007). 4. When groups are communicating there should be one member at a time talking and the rest listening. Group communication has many barriers that exist that causes problems and disturb the meaning of the message. Some of the barriers in group communication are filtering, selective perception, information overload, and emotions. 5. Filtering occurs when some of the information is not given to the interested party. Individuals receive the information they want to hear. Selective perception is to see and hear based on needs, experience, background, and motivation. Information overload happens after too much data is input into something and it starts to go into a burnout mode. The burnout mode is information forgotten, ignored, and past over. The emotion barrier is a distraught individual who gives different answers to questions when other emotions take over. 6. Many ways to overcome the above barriers are thought provoking communication. To overcome filtering, one must tell the truth and give all pertinent information. Some children use filtering to diminish their consequences. Selective perception can be overcome by seeing reality as it presents itself without preconceived notions. Information overload can be overcome by immediately sharing the received information. The emotion barrier can be overcome by deciding not to discuss important matters while in a particular state of mind. 7. In order to integrate successfully in a group, it is important to understand the different phases which are part of the group formation. By identifying these phases, one can verify if there is progress in the group formation. For example, in one of our group meetings, we were discussing how to integrate all our completed tasks together. We were fully aware at this point that our group was fully structured, and have entered the performing stage. Communication is important in group formation; it is how individual group members pass on their ideas and opinions. A group may encounter many obstacles, which may pose as a threat to the team dynamic. Examples of these barriers as stated above are: filtering, selective perception, information overload and emotions. Another barrier is the clashing of personalities within a group. Understanding to identify these barriers and what the root cause is will help the group work through the problems and find an effective resolution. It is also helpful to apply the different techniques, based on the type of barrier a group may be confronted with. On one occasion, we had a team member who was overcome with emotions, when discussing a project that he was passionate about. He decided to leave the group meeting, and returned when he was in a better state of mind. This strategy proved to work, upon return he was able to focus and ultimately, we successfully completed our task as a group. 8. Overall communication plays a vital role in the group perception. Good and clear communication is essential, so that there is no confusion as far as the target goal a group is trying to accomplish. References Advenire.com. (2010, Jan 9). Overcoming Communication Barriers. Retrieved from http://www.advenire.com/commuincation-barriers/ Communication Skills. (n.d.). Communication Barriers. Retrieved from http://www.communicationskills.co.in/commuincations-barriers.htm Livestrong.com. (2011). List of Barriers to Communication. Retrieved from http://www.livestrong.com/article/27094-list-barriers-commuincation/ Ohio Commission on Dispute Resolution & Conflict Management. (n.d.). Barriers to Communication. Retrieved from http://www.disputeresolution.ohio.gov/schools/contentpages/barriers20.htm Robbins, S. P., & Judge, T. A. (2007). Organizational behavior (12th Ed.). Upper Saddle River, NJ: Pearson-Prentice Hall. Tronshaw, O. (2011, May 2). Techniques for Overcoming Communication Barriers. Retrieved from http://www.ehow.com/info_8337392_techniques-overcoming-commuincations-barriers.html