Chapter 3 BCOMM

Mason and his boss, Darius, are having a conversation about how much time Mason should be devoting to a particular client. Darius wants Mason to devote 75% of his time at work to the client, but Mason feels his time would be better spent searching for new clients. Which of the following would be the best way for Mason to express his disagreement?

"I feel the company would benefit more if I spent my time searching out new business."

Rory and Kumiko, two managers, are having a conversation about Lindsey, one of Kumiko's employees. Rory saw Lindsey taking home a large number of office supplies and feels that she should be suspended without pay for a week. Kumiko feels that this punishment is too harsh for a first offense. Which of the following is an example of how Kumiko might diplomatically disagree with Rory?

"I understand what you're saying, and I agree that there should be consequences, but I feel a warning is more appropriate."

Rhonda is having a difficult conversation with a colleague. Which of the following statements indicate that Rhonda may be oversimplifying the conversation?

"You never follow the guidelines." "This always happens when I ask your team to do anything quickly." "Either you adhere to protocol or there will be consequences."

Sticking to the agenda (2 of 6)

-Moves on to the next item

_________________________ can take many forms. You will work on ______________________ of ___________________________.

-Teams -dozens; teams over your career

What are the items in an Agenda for meeting (5)

1. Agenda Items 2. Time frames (optional) 3. Expected outcomes 4. Roles 5. Materials needed

Encouraging encouraging participation and expression of ideas (3 of 6)

1. Asks for views 2. Request priorities

Items in minutes of meeting (7)

1. Date and Time 2. Team-Members present 3. Meeting roles 4. Key decisions 5. Key discussion points (optional) 6. Open issues (optional) 7. Action items and deadlines

Principles for Online Meetings

1. Maintain professionalism and understanding 2. Establish psychological safety and inclusivity 3.Increase interaction and participation 4.Experiment with meeting features

Principles of for Running Meetings (7)

1. Plan for meetings- Create and distribute agenda 2. Create tradition, culture, and variety 3.Set expectations and follow an agenda 4. Encourage participation and expression of ideas 5. Build consensus and a plan for action 6. Close the meeting effectively 7. Follow up after meetings: create minutes and follow through on action items.

Keeping and distributing meeting minutes ( 6 of 6)

1. Taking notes 2. Writes to a team wiki

Setting clear expectations ahead of meeting (1 of 6)

1. sends out agenda 2. request reading

Of the 100 comments team members make only __________ to ___________ are primarily social

10-15%

Many managers spend up to _______________ amount of their time in meetings

50%

In a survey regarding work in teams, business professionals cited ______________________________________________________________________________________________.

66% of ineffective communication is the biggest barrier to team effectiveness

What are benefits of online meetings?

Allow professionals from any location to work together. They are often convenient and efficient

Which of the following should you do when approaching a difficult conversation?

Engage in a joint process of understanding the problems and creating solutions. Invite others to tell their stories and describe their feelings. Enter into the conversation with a learner mind-set.

Some teams are formed _____________ and ________________ organized and titled What is an example?

Formally, permanently EX: "Marketing team"

Henry is working on a group writing project. As his writing progresses, he faces some difficult choices. Which of the following is Henry's best choice?

He should meet with his team to discuss the decisions.

What are some effective ways to increase interaction and participation in online meetings?

Increase interaction and participation in meetings: 1.Consider taking minutes in real time 2. Give meeting participants many ways to provide input (including anonymous input) 3. Consider ways to make energetic and lively conversations 4. Articulate views concisely and precisely

Denise's team has started a group writing project. As the team gathered information and began drafting initial findings and conclusions, it found that its earlier plans and decisions were not accurate. What should the team do?

It should reassess its original plans and make necessary changes.

Team K must produce a group writing project. Maia wants to start quickly. Darnell thinks it would be better to start closer to the final deadline in order to work under more pressure. Alcina thinks each person should write independently, with the pieces put together at the end. Rob is the strongest writer, so he wants to write everything himself but share the credit with the group. Who has the most effective idea?

Maia

Thirty to sixty minutes is the recommended amount of time you should spend preparing for _________________ meetings.

Routine meetings

Once you have been assigned a group writing project, when is the best time to start on it?

Start Right Away

Dealing with difficult people ( 5 of 6)

Texts a team member

Which of the following statements about group writing are true?

The emphasis on teams in today's workplace has made it more prevalent. It can be a challenging process.

Why can embracing difficult conversations be a good idea?

The exchange of competing ideas reflects open and honest communication. Colleagues often respect each other more if they know they can safely disagree.

Which of the following are ways to ensure fairness in the member roles and contributions in a group writing project?

The group members should equally divide their contributions and time commitments. The group members should consider using a team charter to state the expectations for each member. The group members should talk about the roles and expectations they have for each other.

Which of the following should be done during the planning stage of group writing?

The group should assign roles for researching and writing. The group should work together to determine the basic problems and issues. The group should establish definitive purposes and goals.

As a group writing project progresses and individual writers encounter difficult decisions that need to be made, which of the following should be done?

The team should have discussions to ensure the writing reflects the views of the group. The group should meet in real time to discuss the decisions.

How did the COVID-19 pandemic influence online meetings?

The use of online meetings grew dramatically during the pandemic.

Which of the following is typically true of those business people who approach difficult conversations in a timely, honest, and caring manner?

They achieve more professionally.

What are some benefits of online meetings?

They allow collaboration from people in different locations. They are efficient. They are convenient.

What are some challenges of online meetings?

They are prone to technical issues. They have fewer nonverbal clues. They feel impersonal and less spontaneous

True or false: It is more likely that your meeting objectives will be met if the meeting is well-planned.

True

Willow's team has split up the contributions for its group writing project equally, with individual team members committing to set amounts of time. Jim's team has decided to let each member decide how much time he or she wants to spend according to individual schedules. Wyatt's team has divided up the contributions and time commitments equally. Jill's team wrote a team charter but then disbanded. Which team has the best approach to group writing?

Wyatt's team

What are some situations during online meetings that require the meeting facilitator to demonstrate understanding for the participants?

a participant's child may begin crying a participant may have an intermittent internet connection a participant's pet may enter the background

Which of the following should be included in meeting minutes?

action items to be completed key discussion points

What is a good way to get input and participation on sensitive topics?

allow anonymous feedback

Finding common ground in a conversation will help you ______ the issues at hand and may lead to mutually acceptable solutions.

analyze

What are ways that teams with psychological safety can use to build their ability to be creative?

applying discovery skills balancing independent and collaborative work framing creativity within organizational and team goals providing constructive feedback

In order to approach a difficult conversation with tact and keep it "safe," you should

assume positive intent.

When editing and working on a group writing project, team members should

be mindful of version control to avoid simultaneous editing. be in agreement about the technologies that will be used.

Massiel and her boss, Marco, are having a difficult conversation about one of her clients, who is refusing to follow through on a contract. Massiel is obviously growing angry. How should Marco respond?

by showing empathy and helping her channel the anger appropriately

Kent and Maria are discussing a complaint that a customer made about Kent. Maria says, "Kent, I know you are aware of the complaint against you. First, I would like to hear your side of the story. Then, I would like to work with you so that we can come up with a plan to prevent this from happening in the future." Which of the following is Maria doing?

effectively initiating the conversation

Latrice, Jorge, Francesca, and Seamus are on a team tasked with producing a document on educational assessment. Each of them will contribute to the document as they work collaboratively. This is a process known as

group writing.

Which of the following is a problem often faced by business professionals who are attempting to have a difficult conversation?

internal noise

When revising a group writing project, revisions should focus on which of the following?

language mechanics, ease of reading, and formatting the strength of the group's ideas and the audience's needs how well and smoothly the sections of the project work together

Finding common ground in a conversation leads to Blank______ between you and the other person.

less emotional distance

Which of the following is a good approach to handling a difficult conversation?

listening to the story of the other person first, then sharing your own story, then creating a shared story

How can you make online meetings more productive?

maintain professionalism and understanding practice and experiment with meeting features increase interaction and participation establish psychological safety and inclusivity

What are some methods for maintaining professionalism during online meetings?

managing time well using nonverbal cues dressing professionally choosing a suitable background

Many business people prefer to avoid difficult conversations because they worry that

moments of honesty may backfire.

Setting up an effective nonroutine meeting begins with

planning

Which of the following is the most important stage of group writing?

planning

How can you make online meetings more accessible to people who are participating in a second language?

provide closed captioning provide transcripts

What must teams have before they can effectively build their creativity?

psychological safety

During the course of a group writing project, it is important to

remain adaptable and open.

The use of which of the following words or phrases would be an indication of an effective approach in handling a difficult conversation by avoiding any exaggeration?

sometimes

What are some effective ways to establish psychological safety and inclusivity during online meetings?

take time for social chat make accommodations for people with limitations establish and review norms for online meetings

Other teams are ___________ formed for completing ______________ or an _____________.

temporarily; projects; activity

In order to make sure that action items are completed, which of the following are often included in the meeting minutes?

the date by which each action item must be completed & the names of the people responsible for each action item

Meetings have tradeoffs such as: ____________. When meetings run poorly the can create (3): ________________________, __________________, and _______________________.

they take up a lot of time. animosity, lower morale, & decrease productivity

Harmony has scheduled a virtual social chat session before the team's first online meeting. What is the main purpose of the social chat session?

to create psychological safety and inclusivity

Which of the following is the benefit of one group member polishing the final version of a group writing project?

to make sure the project has a consistent voice

When online meetings are running efficiently, they often allow

truly multimedia and interactive environment hard to replicate in person

How should you approach an emotionally charged conversation?

with a learner mind-set