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Group Dynamicsand

Team BuildingIowa Municipal Professionals Institute

July 20, 2011

Presented by Don Broshar

andAlan Vandehaar

Iowa State University Extension

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Group Dynamics & Team Building

PURPOSE OF PROGRAM

• To give you a greater understanding of group dynamics and team work

• To give you tools and strategies so you can positively influence group dynamics and create more effective teams - for a better work environment at city hall

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Group Dynamics & Team BuildingAgenda

• Effective Communication• Effective Meetings• Group Phases and Member Roles• Group Dynamics in Action• Dealing with Difficult People• Building Teams in Local Government• Understanding Yourself and Others• Teamwork in Difficult Situations

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Definitions

• Group Dynamics

• A group of two or more people interacting with each other in a manner that each person influences and is influenced by each other person

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Definitions (more)

• Team• Two or more people working together to

achieve a shared goal

• Team Building / Team Work• The process of getting people to work

together effectively to achieve a shared goal

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The Biggest Challenge?

•Getting People To W____ T________!

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Communication Exercise

An exercise to demonstrate effective

communication

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Communication Exercise – What Did We Learn?

• One-way communication is ineffective when two-way communication is needed.

• Listening is just as effective as talking

• What we say is often not what people hear

• It is difficult to describe visual pictures or objects

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Planning and Managing Effective Meetings

Presented at the Iowa Municipal Clerk’s Institute

Prepared By

Alan VandehaarIowa State University Extension

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Why be concerned withmore effective meetings?

• Meetings are a key aspect of the group decision-making process

• Meetings fundamental for democratic institutions in the public sector

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Why Do People Meet?• List some reasons:

• Share and/or gather information• Learn about or better understand an idea• Build group support for a goal• Express unity of purpose• Make decisions• Accomplish a goal• Have some fun - social aspects• People meet for many reasons• Recognize people want something from meeting

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Planning andManaging Effective Meetings

• To Manage (defined):

-To direct, to arrange -To succeed in accomplishing or achieving

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Criteria For Failed Meetings

Two major roadblocks to effective meetings1. Between participants, different

personal, cultural experiences, various desired meeting outcomes, personal agendas

2. Lack of action from a meeting; groups can’t or won’t make a decision; conflict between talkers and doers

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Group Phases

• In planning and conducting effective meetings it can help if you have some understanding of group dynamics.

• It is normal for groups, especially new groups, to go through stages (phases)

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Stage 1: Forming• Group is a bunch of individuals• Mood is upbeat, uptight, as meeting new

people can be exciting & nerve-wracking• May be anxiety and confusion• Members must get acquainted and decide

to cooperate• Members define their roles, how to make

decisions, set goals

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Stage 2: Storming• Anxiety increases, group morale can sink.

There may be conflict• Anxiety is normal; essential tension,

energy• OK for group to disagree• Manage this stage by generating ideas to

solve problems; Ideas are key to group creativity

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Stage 3: Norming• You begin to act as a group• Group begins to have identity, clearer

expectations and norms(informal rules) about group behavior become apparent

• Group has cohesion; members like each other and want to work; group has value

• OK to share doubts, explore alternative ideas on ways to set and reach goals

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Stage 4: Performing

• Group “gets down to business”

• Leaders delegate responsibilities and group members go to work

• Group’s resources are fully mobilized to reach your goal

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Stage 5: Transforming

• Groups may go back to earlier phases; may regroup to tackle a new task

• Group may disband after accomplishing it’s goals

• Some members may leave group, others may join

• May be time of joy, sadness, satisfaction

Stages of Group DevelopmentGroup Phases

Forming – Storming – Norming – PerformingHigh

Low Begin >>>>>>>>>>>>> Time >>>>>>>>>>>>>>>> End

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Morale

AmountOf Work

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Group Member Roles: Recognizing The Roles

• People play positive and negative roles in groups and meeting

• The following exercise is designed to help us better understand the negative roles people play, and then develop strategies to overcome these negative roles

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Group Member Roles

• Three Major Roles:

• Task Roles• Maintenance Roles• Individual Roles

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Task Roles

• A Positive Role

• To solve a problem or accomplish a task (For example: Take meeting minutes & send out; set up room for meeting; election of officers)

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Maintenance Roles

• A Positive Role

• To help members of the group interact more effectively = team building (For example: encourage all to participate; promote compromise; strive for group consensus)

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Individual Roles

• Negative Role

• Promote personal needs and self-interest above the overall interest of the group

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Two Group Skits = Individual Roles Exercise

• Hands-on activity to illustrate the individual or negative roles that people can play in groups/meetings

• Worksheet to identify roles played in skit

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Dealing WithDifficult People

• See Handout:

Strategies For Dealing With

Difficult People

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Key Elements of Effective Meetings:

Before the Meeting?• What should be done before the meeting?

• Make sure there is a reason to meet• Prepare a written agenda, with others’

input• Send out agenda ahead of meeting; may

use email, or postal mail• Arrange a pleasant physical setting

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During the Meeting

• What should be done during the meeting?

• Begin on time• Consider ice-breakers, team building, use name

tents to welcome new members• Establish ground rules for all to follow; as a

handout or post a flip chart of these on wall• Decide how decisions are to be made

(consensus, majority vote, or chairperson)

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Meetings Guidelines:(A.K.A. Ground Rules)

• Everyone participates• No one dominates• Listen carefully• Be constructive• Share new ideas• Respect other opinions• One conversation at a time• (Have some fun*) *with limits, as appropriate

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During the Meeting

• Follow the agendaMail/send before the meetingReview and approve at start of meetingState purpose of meetingPlace most important items first Assign time frame for each item,

allocating time based on importance

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During the Meeting• Assign jobs of recorder, time watcher, other key

roles (“engager”); everyone should have a role in each meeting; may rotate roles at next meeting

• Record ideas/decisions on flip chart to see, using bold marker, large print for all to see

• Near end of meeting, verify date, time, place of next meeting

• In closing, verify assigned responsibilities of members

• End on time!

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The Agenda• Agenda is the written order of business;

without an agenda, chaos!• Agenda can help your group:

- Brainstorm, Get Feedback, Report, Make Decisions, Plan, Solve Problems- Essential to start on time, stay focused on key issues, and end on time

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Agendas• Includes…• Date, time, location of meeting; include

name of contact person• Who writes the agenda?

Chairperson or leader Ask some other members for inputLet members know ahead of meeting if they are to report

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After the Meeting• Review the meeting – problems and

success

• Remind all participants of assignments and plans for the next meeting

• Send all participants copy of minutes (mail or email)

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The Meeting Environment – Important Points!

• What are attributes of a good meeting setting?

• Moveable tables and comfortable chairs • Quiet, well-lighted, well-ventilated• Comfortable temperature• Restrooms nearby• Equipment on hand: flip chart, easel, etc• Wall space to post flip charts• Refreshments can build group cohesiveness• Set up room for all to see and hear others

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Setting Up The Meeting Environment

Table Arrangement and Seating Suggestions:

“A” or “B” ? Why?

A

B

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Components of Effective Meetings

• Skilled leader- knows the “art” of leading meetings• Committed, involved members• Meaningful purpose of group & meeting• Meeting pre-planning• Conducive physical setting, arrangement• Use effective procedure to help group reach it’s

goals in a timely manner• Consider meeting guidelines• Use a written agenda• Deal with difficult people

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Strategies to Enhance Teamwork

1. Clear roles and shared expectations2. Council orientation & ongoing learning3. Planning for future – set L. R. goals4. Good reporting systems- communications5. Effective meeting management6. Informal workshops /council work sessions7. Reduce surprises for council and staff8. Knowledge of law, policies and procedures For above, assess areas of needs, work on these

Group Dynamics and Team Building

Summary Review

What have we learned today?

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Group Dynamics and Team Building

• Group dynamics – interaction• Understanding yourself and others to

build more effective ‘work teams’

• Biggest Challenge?• Getting People to Work Together

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Group Dynamics and Team Building

• Group Phases• Recognize that groups go through phases

and effectiveness can change in each phase

• Group Member Roles• All members of a group need to play a

(positive) role, contributing to group goals

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Group Dynamics and Team Building

• Dealing with Difficult People

• Some people play negative roles

• Use the “Strategies” handout for tools to deal with those playing negative roles

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Group Dynamics and Team Building

• Effective Meetings• Plan ahead• Help people prepare ahead for meeting• Start, end on time• Use agenda with times, and ground rules

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Group Dynamics and Team Building

• Meetings – continued• Put most important items early on agenda• At end, verify assignments, the work to do

before next meeting• Meeting environment – important for more

effective meetings

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Group Dynamics and Team Building

• COLORS

• Understanding yourself and others• All colors bring strengths to a team• Blue, Green, Gold, Orange• Utilize colors to get people to work together

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Importance of Team Work inMunicipal Governance

Team Work is important in city government:

1. Inherent interdependence; all in it together2. Image - public perception, democracy works3. Effectiveness and efficiency = better service4. High quality workplace = more job

satisfaction and less stress

Key Word Review - 1

• Anecdoter – throws discussion off track• Communication – process of sending a

message to another person and receiving feedback from that person

• Dominator – monopolizes discussion• Group Dynamics- energy produced from

interaction of people together

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Key Word Review - 2

• Group Member Roles – individuals play positive and negative roles in groups, determined by individual behavior in the group

• Groups – individuals associated for some purpose or goal

• Individual Roles – negative roles promoting personal, self-interest

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Key Word Review - 3

• Judgment – way of coming to conclusions about what you perceive (take in info)

• Maintenance Roles – help members of group work together to reach goals

• Perception – ways we become aware of people, things, and ideas

• Personality Temperament – manner of thinking, behaving, reacting to a person

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Key Word Review - 4

• Task Roles – roles related to working on a task in a group

• Temperament – manner of thinking, behaving, reacting to another person

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Group Dynamics and Team Building

Thank you for your

attention today

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