chapter 3 of kolin's successful writing at work

CHAPTER 3Collaborative Writing and

Meetings in the WorkplacePhilip C. Kolin

University of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 3 | 2

Collaboration Is Crucial to the Writing Process

Being a team player means you…

Interact successfully on an interpersonal level

Network to access and archive information

Participate and provide feedback

Give and take constructive criticism

Raise important and relevant questions

Get assistance from resource experts in other departments and fields

Put the good of your company above your ego

Work toward consensus Contribute to customer

service and satisfaction


Figure 3.1 A Collaborating Team at Work


Advantages of Collaborative Writing

It builds on collective talents. It allows for productive feedback and critique. It increases productivity and saves time and

money. It ensures overall writing effectiveness. It accelerates decision-making time.


Advantages of Collaborative Writing (slide 1 of 2)

It reduces corporate risk. It boosts employee morale and confidence

while decreasing stress. It contributes to customer service and

satisfaction. It affords a greater opportunity to understand

global perspectives.


Collaborative Writing and the Writing Process (slide 2 of 2)

How groups move through the writing process: Groups must plan before they write. Groups must do research. Groups must prepare drafts. Groups must revise and edit.


Figure 3.2 Collaborative Editing: Advice from a Pro


Guidelines for Setting Up a Successful Writing Group (slide 1 of 2)

Understand and agree on the purpose, audience, scope, organization, and deadlines.

Establish group rules early on and stick to them.

Put the good of the group ahead of individual egos.

Agree on the group’s organization. Identify each member’s responsibilities

precisely.


Guidelines for Setting Up a Successful Writing Group (slide 2 of 2)

Provide clear and positive feedback at each meeting and for each part of the report the group prepares.

Follow an agreed-on timetable, but leave room for flexibility.


Ten Proven Ways to Be a Team Player

1. Think collectively.2. Participate.3. Be clear and precise.4. Set aside your ego.5. Be enthusiastic.6. Listen.7. Be open-minded.8. Follow company and group protocols.9. Compromise.10.Go with group consensus.


Conflict in Collaborative Groups (slide 1 of 4)

Common Problems• Resisting

constructive criticism

• Giving only negative criticism

• Dominating a meeting

Practical Solutions• Move the discussion

to another section or issue.

• Remind the individual about the importance of being constructive.

• Remind group that participation is valued; ensure that members are able to contribute ideas.



• Refusing to participate

• Interrupting with incessant questions

• Inflating small details out of proportion.

• Encourage unsure members to participate at key junctures.

• Ask the member to consider an answer to his or her own question.

• Remind the group of larger issues at hand and the need to stay on track.



• Being overly deferential to avoid conflict

• Not respecting cultural differences

• Encourage group members to express feelings and opinions freely.

• Ensure that diversity is honored and alert violators when needed.



• Violating confidentiality

• Not meeting deadlines for completion

• At an early meeting and throughout the writing process, emphasize key points about confidentiality.

• Use email networking for reminders and ongoing communication with group members.


Models for Collaboration (slide 1 of 2)

The four most common models for collaboration used in the world of work are as follows: Cooperative model. An individual writer completes a

first draft and solicits peer or supervisor feedback to produce a final version.

Sequential model. Several individuals write the document, each assigned a specific portion. When each portion is complete, the coordinator assembles the individual parts.


Models for Collaboration (slide 2 of 2)

Functional model. Several individuals write the document, each assigned a specific skill area. Skill areas may include leader, researcher, designated writer/editor, and graphics expert.

Integrated model. All members of the team share in planning, researching, writing, and revising.


Figure 3.3 Draft of Randy Taylor’s Letter, Edited by His Supervisor


Figure 3.4 The Edited, Final Copy of Figure 3.3


Figure 3.5 How a Proposal Is Collaboratively Written


Figure 3.6 Draft of Collaborative Memo, Manager Revisions in Blue


Figure 3.7 Revision of Memo, Changes by VP Schuster


Figure 3.8 Final Memo UsingIntegrated Model of Collaboration


Computer-Supported Collaboration

To be successful writers, employees today must be proficient in using multiple types of collaborative software applications, also known as groupware.

Advantages of computer supported collaboration are: Increased opportunities to “meet.” Improved feedback and accountability. Enhanced possibility of complete and clear

information. Reduced stress in updating new group members. Expanded options for communicating worldwide.


Figure 3.9 Collaborative Editing Using Document Tracking System


Figure 3.10 Using Google Docs to Collaborate on a Document


Planning a Meeting

If you have the responsibility of planning a meeting, you need to consider the following questions in advance of the meeting: What is the purpose of the meeting? Who should attend the meeting? What specific responsibilities do individuals have? When should the meeting take place? Where should the meeting take place?


Meetings

Creating an Agenda Your agenda is a list of the topics to be covered at

the meeting It is a one- or sometimes two-page outline of the

main points to be covered at the meeting Should list only those items that your group regards

as most crucial. Prioritize your action items so the most important

ones come first.


Figure 3.11 Multiple people Engaged in a Skype Conversation


Figure 3.12 Minutes from a Business Meeting

chapter 3 of kolin's successful writing at work

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