chapter12.formal & informal organization

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    Is the social process in which peopleinteract face-to-face in small groupsword dynamics comesfrom the Greek

    word meaning force; hence groups

    dynamics refers to the study of forces

    operating within a group

    De

    fine:GROUPD

    YAMICS

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    Two or more individuals interacting and

    interdependent, who have cometogether to achieve particular objectives

    De

    fine:GROUP

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    TYPES OF GROUP

    FORMAL INFORMAL

    Public identity

    Goal to Achieve

    CommonInterest

    Proximity

    Classifica

    tionof

    GROUPS

    FRIENDSHIP

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    It is a group that is established by theorganization and have a public identity

    and goal to achieve

    Formal Group

    De

    fine:FO

    RMAL

    GROUP

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    FORMAL

    Commandor TaskForce

    Team

    Classifica

    tionof

    FORMA

    L

    GR

    OUP

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    Command or Task Force

    - Relatively temporary life

    - Created to accomplish a short-termtask and then be disbanded

    - Meeting

    FORMAL

    GROUP

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    GROUP

    Team

    - People who regularly perform tasks

    together, as a part of their jobassignments

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    GROUP

    Committees

    Is a specific type of group meeting in

    which members in their group role havedelegated the authority to handle the

    problem at hand.

    The worker may even have greater influence on thecommittee's outcome as a result of differences in

    expertise, interest, or experience

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    GROUP

    Systems view of Effective Committees

    InputsSize

    composition

    Agenda

    ProcessesLeadership Roles

    Group Structures

    OutcomesLeadership Roles

    Group Structures

    Feedback

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    GROUP

    Leadership Task Role

    - A type of a leadership role in groups

    - Its responsibility to help the groupaccomplish its objectives and stay ontarget

    Leadership Social Role

    - Another type of a leadership role ingroups- Its responsibility to restore and maintaingroup relationships

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    GROUP

    Leadership Task Roles

    Define aproblem or goalRequest facts,ideas, oropinions

    Provides facts,ideas, oropinions

    Clarify confusedsituation; giveexamples;providesstructures

    Summarizediscussion

    Determinewhether theagreement hasbeen reachedCheck forconsensusTest forethicality

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    GROUP

    Leadership Social Roles

    Support contributions of others; encourage byrecognitionSense the mood and help members become awareof it

    Reduce the tension; admit an errorFacilitate participation

    Evaluate group's effectivenessDeal with team stress

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    FORMA

    LGRO

    UP

    Informal Group

    A groups which emerges on the basis of

    common interests, proximity andfriendships.

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    FORMA

    LGRO

    UP

    Informal Group

    Powerful influence on productivity

    and job satisfaction

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    FORMA

    LGRO

    UP

    Network of Personal and SocialRelations- Not established or required by the

    formal organization- Arising spontaneously as peopleassociated with one another

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    FORMA

    LGRO

    UP Emphasis:

    People and their relationships

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    FORMA

    LGRO

    UP

    Informal Leader (s)

    This person emerges from within thegroup, often acquiring considerable

    informal power

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    FORMA

    LGRO

    UP

    The Informal Leader

    Help socialize new members into the organization

    Called upon by the group to perform the morecomplex tasks

    to model and explain the key norms

    - Play a dominant role in applying various forms and degrees ofpunishment to the individual to induce the desired behavior

    Help build and sustain the group's cohesiveness

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    FORMA

    LGRO

    UP

    The Informal Leader

    Enjoy certain

    informal rewardsand privileges

    Permitted by co-workers to choose avacation time, first

    Spared from amessy clean-up

    chore

    High esteem

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    FORMA

    LGRO

    UP

    Informal Leadership

    Form of Job Enrichment

    - Variety in their workday- Feeling of greater significance

    Increasing Personal Contacts

    Source of Recognition

    - Being acknowledge for their skills and experiences- Avoiding the responsibilities of formal supervision

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    Agendas

    SurfaceAgendas

    Hidden

    Agendas

    A level of a meeting in whichofficial task of the group

    The other level of a meeting inwhich involves members, private

    emotions and motives.

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    ORMIN

    G

    Brainstorming

    Is a popular method for encouragingcreative thinking in groups of about eight

    people.

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    RAINST

    ORMIN

    G

    BrainstormingGenerate

    as manyideas aspossible

    Becreative,

    freewilling

    and

    imaginative

    Withholdcriticismof others'

    ideas

    Buildupon,

    extend,

    or,combine

    earlierideas

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    RAINST

    ORMIN

    G

    Underlying Principles of Brainstorming

    Electronic Brainstorming

    Is in which the group members that sit at their personal computer terminals-sometimes in scattered locations- and receive a question, an issue, or a

    request of establishing priorities.

    Members sit atpersonal computer

    terminals andreceive a question,

    an issue, or arequest forestablishing

    priorities

    Type their own ideas

    Ideas appear ontheir screens,available for

    response, editing,and input of

    judgment and votes

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    RAINST

    ORMIN

    G

    Underlying Principles of Brainstorming

    Quantity Breed Quality

    More ideas, eventually higher- quality ideas will be developed

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    RAINST

    ORMIN

    G

    Underlying Principles of Brainstorming

    Deferred Judgment

    Is which all ideas, even unusual and impractical ones, are

    encouraged without criticism or evaluation.

    All ideas, evenunusual and

    impractical ones,are encouragedwithout criticism

    Ideas are recorded;evaluated for usefulness

    Propose bold,unique ideas without

    worrying, aboutwhat others think of

    them

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    OMINALGROU

    P

    Nominal Group

    Members have minimal interaction priorto producing a decision

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    OMINALGROU

    P

    Nominal Group Technique

    Individuals are broughttogether and presented

    with a problem

    Develop solutionsindependently

    Ideas are shared withothers in a structured

    format

    Brief time is allotted forquestions (clarifications

    purposes)

    Members designatedtheir preferences for thebest alternative (secret

    ballot)

    Group decision isannounced

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    ECISIO

    NGROUPS

    Delphi Decision Groups

    A panel of relevant people is chosen toaddress an issue

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    Delphi Decision Groups

    DELPHID

    ECISIO

    NGROUPS

    Series of questionnaires are distributed (no need to meet face-to-face)

    Responses are typically in writing

    Asked to identify future problems, project market trends, or predict afuture state of affairs

    Replies are gathered, summarized, and fed back for review

    Asked to make another decision on the basis of new information

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    ELPHID

    ECISIO

    NGROUPS

    Success of the Delphi Decision Process

    - Adequate time

    - Participant expertise

    - Communication Skills

    - Motivation of members

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    Major Merits of the Delphi Decision

    Process

    DELPHID

    ECISIO

    NGROUPS

    - Elimination ofinterpersonal problems

    - Efficient use of expert's

    time

    - Adequate time forreflection and analysis

    - Diversity and quantity ofideas

    - Accuracy of predictionsand forecast

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    ELPHID

    ECISIO

    NGROUPS

    Problem

    Delphi Decision methods

    Proposal A Proposal B

    Assumptions Underlying A Assumptions Underlying B

    A Pros and Cons B Pros and Cons

    Choice

    New AlternativeCompromise A & BA B

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    ROUPD

    ECISIO

    NS

    Group Decision System

    Uses computers, decision models, andtechnological advances to removecommunication barriers, structure the

    decision process and generally direct the

    groups discussion

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    ROUPD

    ECISIO

    NS

    Potential Outcomes of Formal Group ProcessesSupport for Decisions

    People who participate indecision making feel more

    strongly motivated to accept it

    and carry it out

    Meetings, one of the bestmeans available of committingpeople to carry out a course of

    actions

    Group Decisions- Carry more weight with those who are notgroup members

    Associates,subordinates,and superiors

    Free fromindividualprejudice

    Combination ofviewpoints

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    ROUPD

    ECISIO

    NS

    Potential Outcomes of Formal Group ProcessesQuality of Decisions

    Effective Problem- Solving Tools

    Havegreater

    informationavailable

    Variety ofexperience

    Capacity toexamine

    suggestion

    s and rejectthe

    incorrectones

    Producemore and

    betterquality ofsolutions

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    CIALF

    ACILITATION

    Social facilitation

    Group members often try harder tocontribute on a task just because other

    people are around.

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    SO

    CIALF

    ACILITATION

    Potential Outcomes of Formal Group ProcessesIndividual Development

    Benefit must throughwidespread and fairly

    even participation

    Some are more passive than others and may withhold their ideas

    Participationincreases, developingnew interactive skills

    Social Facilitation- thepresences of others

    which stimulatesthem to performbetter

    Having other people around,increases general level of arousal

    and awareness

    Makes some peopleapprehensive about the

    likelihood of being appraised

    Presences of others' raisesawareness of discrepancy

    between the actual and ideal self,stimulate to close the gap

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    CONSENSUS

    Consensus

    Is a necessary prerequisite for effectivegroup decisions.

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    CONSENSUS

    Specific Ideas to Reach Consensus

    Straw poll to

    identify

    where people

    stand

    Suggest a

    supermajority

    vote

    Withdraw

    controversial

    proposals

    Create a

    subgroup

    Pinpoint

    patterns of

    problems

    Go around or

    fishbowl

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    FA

    CILITATION

    Facilitation

    Is the process of helping a group attainresounding success, maximize its

    efficient use of time, and feel satisfiedwith its efforts

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    FA

    CILITATION

    FACILITATION

    SKILLS

    Resounding Success

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    FA

    CILITATION

    Effective Facilitators

    Separate ideagetting to idea

    evaluations

    Generatemultiple

    solutions to

    evaluate

    Avoid personalattacks

    Attain balancedcontributionsPiggyback onothers' ideas

    Identify criteria

    for judgingpotentialsolutions

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    FA

    CILITATION

    Effective Facilitators

    Ask penetrating questionsFocus the groups efforts

    Monitor the use of time

    Record key conclusions

    Listen with their eyes and ears

    Close the session in a positivenote

    S

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    W

    EAKNE

    SSOFCOMMIT

    TEES

    Slowness andexpensiveness

    Committees keep minutes andwaste hours

    Meeting of all types are sometimesa slow and costly way to get things

    done

    Groupthink

    The tendency of a tightly knitgroup to bring individual thinking in

    line with the groups thinking

    Polarization

    An alternative behavior thatsometimes appears

    Escalating Commitment

    The tendency to invest additionalresource in an apparently losingproposition, influence by effort,

    money and time already invested.

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    DEVILSA

    DVOCATE

    Devils advocate

    The person expected to question theideas of others, probe of supporting

    facts, and challenge their logic.

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    Summary

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    Group dynamics is the process by which people interactface-to-face in small groups. Such groups may be informal

    or formal, and formal groups may be temporary orpermanent.

    The complex system of social relationships in an

    organization consists of many small, informal groups.These groups, which arise naturally from the interaction ofpeople, are referred to collectively as the informalorganization. Informal organizations have major benefits,but they also lead to problems that management cannoteasily ignore. Informal organizations are characterized by astatus system that produces informal leaders. Informalgroup norms are powerful influences on member behavior.

    Formal groups, which are established by the organization,include committees, task forces, and other decision-making

    groups. Formal groups meetings are a widely used form ofgroup activity; they can create quality decisions that aresupported by the participants.Four structured approaches commonly used in group

    problem solving are brainstorming, nominal groups, theDelphi technique, and dialectic inquiry. Promisingdevelopments are occurring in the areas of group decisionsupport systems. Weakness of groups fall into fivecategories: slowness and expensiveness, groupthink,polarization, escalating commitment, and dividedresponsibility.

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