Groups & Group Development, Turning Groups into Effective Teams

Dr. G C Mohanta, BE, MSc(Engg), MBA, PhD(Mgt)

Professor

Group

Group is defined as two or more interacting and interdependent individuals who come together to achieve particular goals

Formal groups - Groups specially set up by an organization to carry out tasks

An actual part of the organization with arranged meetings and rules determining behavior and actions

Informal groups - Groups made up of individuals in business with similar interests

Not an actual part of the organization with no formal rules determining behavior and actions

Basic Group Concepts

Role - set of expected behavior patterns attributed to someone who occupies a given position in a social unit group members have particular roles

roles oriented towards task accomplishment or maintaining group member satisfaction

individuals play multiple roles role conflict - individual confronted by

different role expectations

Basic Group Concepts (Contd.)

Norms - acceptable standards or expectations that are shared by the group’s members Each group has:

its own unique set of norms

common norms related to levels of effort and performance

exert powerful influence on performance

Conformity - acceptance by group makes some members susceptible to conformity pressures group norms push members toward conformity

results in alignment of opinions

Basic Group Concepts (Contd.) Status - a prestige grading, position, or rank in a

group

may be conferred informally based on personal characteristics

may be formally conferred

Group Size - effect on behavior of group depends upon the type of outcome

large groups - good for getting diverse input

small groups - good at making use of information

dispersion of responsibility in large groups leads to free rider tendency

Basic Group Concepts (Contd.)

Group Cohesiveness - degree to which members are attracted to a group and share the group’s goals

Relationship between cohesiveness and group effectiveness depends upon the alignment of group & organizational goals

Basic Group Concepts (Contd.)

External Conditions Imposed on the Group formal group is a subsystem of a larger system

group affected by the overall strategy, authority structures, formal regulations, resources, performance management system, and organization culture

Group Member Resources - task-relevant and intellectual abilities of individual members abilities set parameters on effectiveness of performance

in a group

positive attributes - sociability and self-reliance

negative attributes - dominance and unconventionality

Basic Group Concepts (Contd.)

Group Structure - structural variables include roles, norms, status, and group size

Group Processes - include communication, decision making, leadership, and conflict resolution process factors created in the group may have a positive

or negative effect on group performance

Group Tasks Complexity - simple tasks are routine and standardized

complex tasks are novel and non-routine

important to have effective communication and controlled conflict when task is complex

Characteristics of an Effective Groups

High commitment to achieving goals

Clear understanding of the group’s work

Open communication and trust

Ideas sharing and generating

Constructive criticism and suggestions

Factors Affecting Group Decisions

The size of groups: ideally 5, over 21 ineffective Communication ways: centralization or

decentralization Leadership styles: automatic, persuasive,

consultative or democratic Skills used in groups: contribution skills,

cooperation skills, production skills

Functions of Groups For the organization Accomplish jobs that can not be done by one

individual, especially complex tasks Aid decision making Help control individual behavior Facilitate changes

For the individual Help learn about the company and the individuals

themselves Help in gaining new skills Obtain rewards unable to be achieved alone Satisfy personal needs in social acceptance esteem

Stages of Group Development

Pre-stage Stage IForming

Stage IIStorming

Stage IIINorming

Stage VAdjourning

Stage IVPerforming

Forming

Groups members try to set rules for group behaviors

Individuals start to find out about each other.

Guidance is needed from the leader.

Characteristics of the Forming Stage： Exploration.

Focus on similarities and differences.

First impressions are key.

Confusion/anxiety.

Lower productivity.

Issues of inclusion, leadership, developing trust.

Open communication is a must.

Storming

A conflict stage where members bargain with each other.

Individuals reveal their personal goals and may resist the control of others.

Characteristics of the Storming Stage: Competition.

Strained relationships.

Leader is challenged.

Tension and disunity.

Differences are uncomfortable.

Issues of autonomy vs. control, support vs. competition, influence, and decision-making.

Norming Group members are developing ways of working

together.

They agree on the shared goals.

Rules have been developed.

Characteristics of the Norming Stage: Increased cohesion. More collaboration. Emerging trust. Appreciation of differences. Issues of strengthening relationships, open

communication, positive/constructive feedback.

Performing

The group has developed unity or cohesion.

People are getting the job done to realize goals.

Characteristics of the Performing Stage:

Productivity.

Problem-solving.

Shared and participative leadership.

Full development of potential.

Adjourning

The group ends.

The group terminates because the task has been achieved or when the members have left due to failure or loss of interest.

The feelings of members vary at this stage.

While some may be happy about the group's accomplishments, others may be depressed that they would be losing their friends after the group is disbanded.

Turning Groups Into Effective Teams

What Is a Team?

Work team - formal group made up of interdependent individuals who are responsible for the attainment of a goal

Work teams are popular in organizations

Why Are Work Teams Popular?

Why UseTeams?

Createsesprit de corps

Takes advantageof workforce

diversity

Increasesflexibility

Increasesperformance

Allows managersto do more strategic

Management

Types of Teams

• Product development• Problem solving• Reengineering• Any other organizationalpurposes desired

Purpose

• Functional• Cross-functional

Membership

• Supervised• Self-managed

Structure

• Permanent• Temporary

Duration

Types of Teams (cont.)

Teams based on membership

Functional teams - composed of a manager and her/his employees from one functional area issues of authority, decision making, and leadership are relatively

simple and clear

attempt to solve problems in specific functional area

Cross-functional teams - members come from different functional areas hybrid grouping of individuals who are experts in various specialties

Teams based on structure

Supervised - under the direction of a manager

Self-managed - operate without a manager responsible for a complete work process or segment

assumes the responsibilities of managing itself

have authority to make and implement decisions, finish projects, and address problems

organizations plan to expand their use in the future

Types of Teams (cont.)

Types of Teams (cont.)

Virtual team - physically dispersed members are linked by computer technology

miss the normal give-and-take or face-to-face discussions

tend to be task oriented

Characteristics of Effective Teams

Characteristics of Effective

Teams (contd.) Clear Goals - members understand and support the goals to

be achieved

Relevant Skills - members have the necessary technical and interpersonal skills

Mutual Trust - members are confident in each others’ ability, character, and integrity strongly influenced by the organization’s culture

Unified Commitment - loyalty and dedication to the team membership in the team an important aspect of the self

Good Communication - messages are readily understood healthy dose of feedback from team members

Characteristics of Effective Teams (contd.)

Negotiating Skills - flexibility requires members to possess these skills

must be able to confront and reconcile differences arising from changing problems

Appropriate Leadership - provide help in difficult situations

plays role of coach or facilitator

Internal and External Support - team requires a sound infrastructure

team should have external resources required to perform its work

Managing Teams

Planning - goal determination

members understand and accept the team’s goals

Organizing - clarify authority and structural issues

support in the organization’s culture for employee involvement and autonomy

must resolve issues of leadership, tasks to be performed, and assignment of tasks

Managing Teams (contd.)

Leading - determine the role that leader will play

deal with human dynamics of the team

Controlling - performance criteria must reflect teamwork behaviors

reward system must reflect team efforts and performance Gainsharing - incentive program that shares the gains of the

efforts of employees with those of employers

rewards directly related to performance