• Diversity and Cultures

• Communication Technology

• Communication in Teams

• Quiz

Topics for Week 2Topics for Week 2

Why is effective communication more important with an increasing diverse workforce?

Diversity in the Workplace

GROUPTHINK

Workforce 2020, Hudson Institute

Population Percentage

1995

Percentage 2005

Percentage 2020

Whites, non-Hispanics

76% 73% 68%

Women 46% 48% 50%

Hispanic 9% 11% 14%

African-American

11% 11% 11%

Asian-American

4% 5% 6%

Diverse U.S. Labor Force

Improving Intercultural Sensitivity

Symbols Attitudes

Beliefs Expectations

Values Norms

Culture Is A Shared SystemCulture Is A Shared System

BehaviorsBehaviors

CommunicationCommunication

Thought PatternsThought Patterns

High-Context

Cultures

Low-Context Cultures

Relational Linear

Collectivist Individualistic

Intuitive Straight forwardness

Contemplative and relaxed Action-oriented and driven

Subjective data is valued Objective data is valued

Position and status are valued more than competence

Competence is more valued more than position and status

Cultures

Japanese

Arab

Latin American

Spanish

Italian

British

French

North American

Scandinavian

German

Swiss

Low Context

High Context

Cultures

U.S. Persons’ Views of Themselves

Internationals’ Views of U.S. Persons

Informal, friendly, casual Undisciplined, overly personal

Equality advocates Insensitive to status

Direct, aggressive Blunt, rude, oppressive

Efficient Obsessed with time; opportunistic

Goal/achievement-oriented Promise more than they deliver

Profit-oriented Materialistic

Comparing U.S. and International Views

U.S. Persons’ Views of Themselves

Internationals’ Views of U.S. Persons

Resourceful, ingenious Work-oriented; deals more important than people

Individualistic, progressiveSelf-absorbed, equating “new” with “best”

Dynamic, find identity in work

Driven

Enthusiastic, prefer hard-sell Deceptive, fearsome

Open Untrustworthy

Comparing U.S. and International Views

Improving Workplace Sensitivity

Assume DifferencesAssume Differences

Take ResponsibilityTake Responsibility

Withhold JudgmentWithhold Judgment

Show RespectShow Respect

Practice EmpathyPractice Empathy

Seek Common Ground Seek Common Ground

Send Clear MessagesSend Clear Messages

Deal with the IndividualDeal with the Individual

Learn When to Be DirectLearn When to Be Direct

Observe and LearnObserve and Learn

Improving Workplace Sensitivity

Communication Communication TechnologyTechnology

Voice TechnologiesVoice Technologies

Virtual AgentsVirtual Agents

Mobile CommunicationMobile Communication

Networking AdvancesNetworking Advances

Using Technological Using Technological ToolsTools

Internet

E-m

ail

Mobile Computing

Voice Mail

Maintain PerspectiveMaintain PerspectiveMaintain PerspectiveMaintain Perspective

Boost ProductivityBoost ProductivityBoost ProductivityBoost Productivity

Reconnect with PeopleReconnect with PeopleReconnect with PeopleReconnect with People

Communicating in TeamsCommunicating in Teams

Unit of two or more people who share a mission and responsibilities for working to achieve a common goal

Definition of TeamDefinition of Team

What are Traits of What are Traits of Successful Teams?Successful Teams?

• Better decisions• Faster response• Increased productivity• Greater “buy-in”• Less resistance to change• Improved employee morale• Reduced risks

Benefits of TeamsBenefits of Teams

Overview of TeamsOverview of Teams

AdvantagesAdvantages DisadvantagesDisadvantages

Information and KnowledgeInformation and KnowledgeInformation and KnowledgeInformation and Knowledge

Diversity of ViewsDiversity of ViewsDiversity of ViewsDiversity of Views

Solution AcceptanceSolution AcceptanceSolution AcceptanceSolution Acceptance

Improved PerformanceImproved PerformanceImproved PerformanceImproved Performance

GroupthinkGroupthinkGroupthinkGroupthink

Hidden AgendasHidden AgendasHidden AgendasHidden Agendas

Free RidersFree RidersFree RidersFree Riders

Increased CostsIncreased CostsIncreased CostsIncreased Costs

Form teams of 4-6 people for class project teams, striving for diversity in the following areas:

– Gender

– Age

– Ethnic background

– Business focus

Ensure that you have at least two common meeting times each week.

Activity: Forming Your Activity: Forming Your TeamTeam

Building Effective TeamsBuilding Effective Teams

Mission/Vision & Goals

Roles

Procedures

1

2

3

Shared Values & Preferences

Defines the business of the team; addresses why the team exists and what it does

Defines the functional roles necessary to achieve the team’s mission

Defines how the team will work together to accomplish tasks in alignment with the mission

What

Who

How

Relationships

Trust Respect

Foundational

Model of Team Model of Team Effectiveness: Forming a Effectiveness: Forming a

TeamTeam

In your teams, identify the following:• Team strengths you bring to this team• Previous knowledge/experience that can

benefit the team• What impedes your teamwork• What motivates you

Activity: Team Activity: Team PreferencesPreferences

Teammate Strength Previous knowledge

and experience

What impedes your work

What motivates

you

About the TeamAbout the Team

Goals/Purpose of the Team:Goals/Purpose of the Team:

Team Project DiscussionTeam Project Discussion

Task Roles• Initiates ideas

• Shares equally in responsibilities in all parts of project

• Asks for and provides help when necessary• Completes high quality work on time

Roles of All Team Roles of All Team MembersMembers

Relationship Roles• Energizes the team• Encourages participation • Relieves tension• Praises others• Listens and clarifies• Resolves conflict• Gives feedback

Roles of All Team Roles of All Team MembersMembers

Effective Workplace Effective Workplace CommunicationCommunication

• Voting: team decision by vote• Consensus: team decision with full

agreement• Authority Rule with Discussion

(Consultative): one decision maker with input• Averaging/Compromise: team decision

through negotiation and blending of ideas; not all team members have full agreement

Decision Making Decision Making MethodologiesMethodologies

MediumMediumAveraging/ Compromise

Voting

Authority Rule with Discussion (Consultative)

Consensus

Methodology Type

Low (Winners and Losers)

Fast

HighFast

HighestSlowest

Commitment (Shared Ownership)

Speed

Comparison of Comparison of MethodologiesMethodologies

The Internet as a The Internet as a

Valuable ResourceValuable Resource

Type To find. . . Example

Quotations around the two words

all Web pages that have the typed words next to each other

“Web marketing”

A minus sign (-) or the word NOT in front of word to be excluded

all Web pages excluding the typed word after the -sign or after the word NOT

Inflation -currency

Inflation NOT “currency”

Advanced SearchesAdvanced Searches

Advanced SearchesAdvanced Searches

BACK UP SLIDES

Effective Meeting Effective Meeting CommunicationCommunication

Meeting Meeting TechnologiesTechnologies

Groupware

Web-Based MeetingsShared Workspace Videoconferencing

Virtual Teams Virtual Meetings

Roles ResponsibilitiesMeeting Facilitator

Schedule meeting

Publish agenda

Guide team through topics in a timely way; keep members on task

Meeting Scribe Take minutes

Publish minutes

Meeting Participants

Attend all meetings

Be on time

Actively engage in discussions

Stay on the topic; focus on task

Roles Needed for Roles Needed for Effective MeetingsEffective Meetings

Duringthe

meeting

Beforethe

meeting

Ending the meeting and

following up

Business and Business and Professional MeetingsProfessional Meetings

• Determine your purpose.

• Decide how and where to meet.

• Organize an agenda. Include date and place, start and end times, topics in order of priority and names of people responsible, time for each topic, and meeting preparation expected of participants.

• Invite participants.

Before

Conducting and Conducting and Attending MeetingsAttending Meetings

Stay on track

Follow the rules

Promote participation

Participate actively

Close effectively

Planning for Design Review

Date: December 15 Time: 2-3pm

Location: EY1-213Time Topic Outcome Presenter

2:00-2:05 Introductions Project Team members know the new Tech Team members

Troy

2:05-2:15 Requirements review

Clarity on the prioritized customer requirements

Sue

2:15-2:45 Design review A demonstration of the design at this point

Questions answered

Troy

2:45-2:55 Next steps Concerns understood and next steps defined to address concerns

Project Team

2:55-3:00 Planning for next meeting

Future action items identified

Next meeting agenda topics identified

Troy

Typical Meeting AgendaTypical Meeting Agenda

As a team. . . • Identify when and where to meet in your first

meeting• Develop an agenda for the meeting.

Activity: Preparing for Activity: Preparing for Team MeetingTeam Meeting

• Start the meeting on time.• Summarize the meeting goal, provide background, offer

possible solutions, review the tentative agenda, and announce ground rules.

• Move the meeting along by encouraging all to participate.

• When the group reaches a consensus, summarize and ask for confirmation.

• If conflict develops, encourage each person to speak and let groups decide on a direction to follow using effective conflict resolution skills.

During

• Conclude the meeting at the agreed time.

• Summarize decisions.

• Review deadlines and responsibilities for action items.

Ending and following up

Minutes from Planning for Design Review Meeting

Date/Time: December 15 from 2 to 3pm

In Attendance:

Troy, Sue, Dave, Cheryl, Kathe, Nick

Assigned Tasks:

By December 20, Troy will send presentation to team members

Discussions:

• The customer requirements were reviewed

• Design demonstration was given

Decision:

• A follow-up demonstration needs to be given in two weeks

Next Steps/Meetings:

The next meeting will be held in two weeks and will cover a follow-up demonstration showing more details of the design.

Typical Meeting MinutesTypical Meeting Minutes

• For small groups, try "once around the table."

• Thank the group; establish a time and possible agenda items for the next meeting.

• Distribute minutes.

• Check to see that all assigned tasks are completed by agreed-upon deadlines.

Ending and following up