Group Effectiveness Tools 

Often, conflicts result from group activities and meetings. Simple disagreements can escalate into major problems. Sometimes disagreements and problems from prior meetings are continued into the current meeting. Other times, dominant members may shut down and frustrate those who are more quiet and reserved. The following tools can be helpful in addressing/managing conflict.

Check-in/Check-out

A check-in at the beginning of the meeting will give members the opportunity to describe behaviors before they are acted. If someone is ill or distracted for some reason, that can be identified at the beginning. If there are time constraints, the member who is impacted can identify those time issues. Identifying who is missing and why can eliminate needless rumors. Giving people the opportunity to talk about controversial issues or “elephants” can help clear the air. This is the opportunity to identify situations that could affect the functioning of the group. Identifying expectations for the meeting can help provide direction to the group. Once again, the check-in gives group members the opportunity to raise issues that could impact group effectiveness.

 

The check-out, which would occur at the end of the meeting, gives members the opportunity to comment on the meeting. An effective check-out is to use an SII approach. Briefly identify strengths of performance in the meeting and why the strengths were important to the success of the group (e.g., when we all listened more effectively, we were able to completely address the topic). The I represents improvement.

 

This gives members an opportunity to comment constructively about ways in which the meeting could be improved in the future (e.g., if we followed the agenda more completely, we would be more effective). The second "I" represents insight.

 

Members can identify a new or significant discovery/understanding/observation gained concerning the group process (when side conversations stopped and we truly focused on the issue, we were ale to develop a creative and effective solution. All input was crucial.). Once again, an effective check-out would give individuals an opportunity to comment about group effectiveness.

Group Roles

The next tool can be very helpful for effective group work is team roles. A part of group effectiveness involves assuming responsibility for the groups effort which includes self-monitoring and self-assessment. Using team roles can help group improve effectiveness and monitor performance. Roles that are important include: captain/facilitator, reflector and recorder.

 

The captain/facilitator is responsible to insure that the process is enjoyable and rewarding for team members. The captain/facilitator makes sure that each member has the opportunity to contribute. This role also manages time, stress and conflict. The captain/facilitator controls the process and keep members focused.

 

Another important role is that of reflector. A reflector provides a 30-second report when called upon. The report is based on the individual’s observations regarding performance interactions and the dynamics within the group. The reflector makes observations about the process and suggestions and suggests strategies for change. A reflector’s report may contain a strength, an opportunity for improvement and an insight (SII).

 

Another important role is recorder. The recorder tracks group progress and identifies who is responsible for what tasks. The recorder’s notes need to be complete and accessible for future meetings.

 

Rotating these roles among all members can be very helpful for the group. The effective use of these roles can dramatically increase group effectiveness.

Effective Listening/Paraphrasing

Often group problems develop when communication is not clear. Listening to one another is obviously crucial. One problem with listening is that the attention spans for most individuals are relatively short. Also, the brain can process many more words than are actually spoken. The temptation to “tune in” and “tune out” is ever present.

 

Paraphrasing or rephrasing can be a very effective tool to insure that understanding occurs. It helps individuals clarify what is intended. Paraphrasing can also promote active listening as individuals need to stay alert in order to accurately paraphrase.

 

Misunderstandings can be clarified immediately by using paraphrasing tools. Simple statement may include:

• What I hear you saying is ______?

• Are you saying _____?

A paraphrase could also be a simple statement of the speakers thoughts in your words. A paraphrase could take the form of a summary statement that captures the essence of a longer statement. Paraphrasing communicates to the other party that you were listening and that you are understanding or attempting to understand.

Constructive Feedback

Constructive feedback is another tool that can be used effectively to reduce group conflict.  Rather than confronting the individual, the recipient could identify the personal impact of a statement or situation. An example of this would be:

• When you criticize me in public, I feel embarrassed.

• As a result, I lose the respect of my co-workers.

• I would like for us to talk about your concerns in private.

• Would you agree to meet in private when you have concerns about my performance?

• What do you think?

Identifying how you feel about the interaction is difficult to dispute. Suggesting an alternative plan of action can be very positive. A constructive feedback response can be very helpful in reducing conflict.

 

These tools can be applied in any group setting. While the tools do not guarantee success, effective use can dramatically improve communication and understanding which generally leads to increased effectiveness.