I think if you asked anyone in a corporate setting they would agree that teamwork plays a crucial role in any job. This is why it should not come as a surprise that teamwork also plays a role in the field of technical communication. From this chapter's reading, I will display how to manage a team project and hence oversee a successful meeting. I will also show how it is important to help team members overcome their personal differences and disagreements with each other, in addition to learning how to use listening and creative thinking skills in group settings. It is also important to learn how to critique the work of your peers, while also avoided unethical work. Finally, teamwork from a global perspective will be discussed considering that the economy is becoming more and more global with the advent of the internet in recent years.
Like I mentioned initially, teamwork is a huge part of corporate work, and technical documents for large companies are rarely produced from one person's work. A collaborative approach is frequently taken-- this chapter will look at how exactly collaboration ties into the production of a technical document in such a setting.
Teamwork is successful when its members get along, there is a clear leader and roles for the rest, and also clear and constant communication between all the members. A manager should follow several guidelines when they are overseeing a collaborative project. After a group manager is appointed, a specific and definite goal should be set for the group's work. When a type of required document known, tasks can be divided between the group and a timetable can be established, after which a meeting schedule can be arranged, which includes how often the group will meet. A communication procedure should also be established (this class uses Twitter, for example), along with a system for naming and storing work in progress. A smart team should also establish a method for conflict resolution because it is almost inevitable that a team will have some conflict at some point during the duration of the project. A decision-making style should be decided upon (by vote, input, or managerial decision), and an evaluation process should be initiated. Finally, a project management report should be prepared and progress reports regularly submitted, to track activities or problems and the rate of progress made by the group.
Personal contact is absolutely vital when conducting collaboration projects, so face-to-face are very important. There are also guidelines for how to run a meeting. The first is setting an agenda, which spells out each talking point. The next is to be sure that each of your team members knows what they must prepare. Also, it would be a good idea for a different person to come in and oversee each meeting. A summary of the previous meeting is a good starting point, and all members should be given ample opportunity to share their opinions, while at the same time sticking to the issue at hand. Things should be kept moving (don't hang on any one point for too long), and the manager should guide the meeting, not lecture to its members. A major points summary should also be conducted before a final vote is taken, and the meeting should end on time.
Minutes are incredibly important to be taken during all meetings. They are important because they ensure that all team members are on the same page after each meeting.
When working in a team setting, conflict is nearly guaranteed because people are different, this is one of the facts of human existence. Conflict may arise from personality differences or working style, and gender codes may also create perceptions of inequality. Once again, culture can make an impact in a team setting-- this will be discussed more, however, at a later point in my essay.
In order for groups to reach common ground, conflicts should be addressed openly. This means that everyone should be given a chance to speak and you shouldn't be afraid to disagree with one another. Constructive criticism should be encouraged, and when a final group decision is made, it should be supported fully. Animosity can be reduced when finger-pointing or off topic attacks are avoided.
Listening is one of the best ways to both build relationships and learn. However, there is a difference between passive and active listening and there are also a few rules of active listening that you should try to adhere to. When you are the group moderator, don't dictate the conversation. Instead, be reception and open to differing views, which goes hand in hand with being courteous. You should also do your best to show genuine interest, in addition to hearing the speaker out fully and focusing on the message (not on the next task you're planning on accomplishing). If you have a question or confusion, you should ask for clarification and also observe the 90/10 rule-- spend 90 percent of your time listening and only 10 percent of your time speaking.
Creativity is a huge assest in a team setting, and group brainstorming much better than individual brainstorming because it engages more than one opinion. There are also several activities that greatly encourage creativity: brain-writing (anonymous idea recording), mind-mapping (structured form of brainstorming), and storyboarding (visual shape of the entire process).
When working in a team setting, an important skill to acquire or have is the ability to critique a group member's work. When doing so, you should read the entire document at least twice before commenting at all. It should also be noted that mechanical correctness does not necessarily translate to an effective document, but you should also realize that you are limited in your editing efforts. I would be honest, but fair and positive in your critique, focusing first on the bigger picture before you get into the nitty gritty details. Be extra explanatory when you make critiques, and be specific when making recommendations. Not all feedback has the same value, as well, because even people who edit work for a living disagree on things.
Another issue that should be brought up is ethical abuses in a team situation. This can take the form of many examples, but some are as follows: a domineering personality can be intimidating in a group setting, workplace plagiarism takes place when somebody else in your team claims your work as their own, and people also tend to hide their knowledge or information in a team setting.
Teamwork is also being increasingly utilized across a global setting because some of the newest technologies are making this more plausible. For example, email is a popular and easy tool of communication for business-use. Project management software has also recently been developing, which makes it easier to control complex team projects. Instant messaging, groupware, and digital whiteboards also provide for fast group collaboration. Blogs are also helpful for keeping chronological updates on the project. Teleconferencing and videoconferencing allow people in different buildings, cities, and countries to communicate with ease and comfort.
There are also some communication aspects that global teams will miss simply because of the nature of the situation. It is true that digital communication omits certain social cues that would be picked up when face-to-face, but cultural codes can also be misunderstood digitally. This also ties into the fact that humor or slang terms can be misinterpreted when in written form. It should also be mentioned that when working cross-culturally, language barriers are missed and some technical documents may be difficult to translate and therefore difficult for all team members to understand or contribute. You should also remember that when a technical piece of information is in written form, it takes away the listening aspect from communication, which can prove vital in understanding and cooperating with your team members.
Group Discussion Question: I am sure that most of you have worked in a team situation on a project, whether in a class or lab, or a working environment. Has there ever been a time when you had a difficult person, or someone that you didn't get along with on your team? What did you do to overcome that? Do you have any tips that did, or didn't, work for collaborating on team with someone whom you don't get along?
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