By

Dr. Abdullah Mahfoudh Salem Baadhem

Faculty of Business and Communication -2022/2023

Business Communication Today
Business Communication Today
What is a Team?

What is a Team?
What is a Team?

A team is a unit of two or more people who share a

mission and the responsibility for working to achieve
a common goal.

Problem-Solving Teams Task Forces Committees

Assemble to resolve Assemble to resolve Assemble regularly to
specific issues specific issues resolve ongoing and
recurring issues
Cross-functional for Cross-functional for Focused teams for
maximum diversity maximum diversity strategic planning, etc.
Disband once goal is Disband once goal is Formal teams with long
achieved achieved life span
Advantages of Teams

➢ Increased Information and Knowledge

➢ Increased Diversity of Views
➢ Increased Acceptance of a Solution
➢ Higher Performance Levels
Disadvantages of Teams

➢ Groupthink
➢ Hidden Agendas
➢ Cost
➢ Overload
Characteristics of Effective Teams

➢ Clear sense of purpose

➢ Open and honest communication
➢ Consensus-based decision making
➢ Creativity
➢ Effective conflict resolution
Factors Influencing Group Dynamics

➢ Roles Assumed by Team Members

➢ Current Phase of Team Development
➢ Conflict Resolution Skills
➢ Effectiveness at Overcoming Resistance
Assuming Team Roles

Dysfunctional: Self-Oriented Roles Functional: Team-Maintenance Roles Functional: Task-Oriented Roles

Controlling: Dominating others by Encouraging: Drawing out other Initiating: Getting the team started on
exhibiting superiority or authority members by showing verbal and a linen of inquiry
nonverbal support, praise, or
agreement
Withdrawing: Retiring from the team Harmonizing: Reconciling differences Information giving or seeking:
either by becoming silent or by refusing among team members through Offering (or seeking) information
to deal with a particular aspect of the mediation or by using humor to relieve relevant to questions facing the team
team’s work tension
Attention seeking: Calling attention to Compromising: Offering to yield on a Coordinating: Showing relationships
oneself and demanding recognition point in the interest of reaching a among ideas, clarifying issues, and
from others mutually acceptable decision summarizing what the team has done
Diverting: Focusing the team’s discussion Blank Procedure setting: Suggesting
of topics of interest to the individual decisionmaking procedures that will
rather than of those relevant to the task move the team toward a goal

Table 2.1 Team Roles - Functional and Dysfunctional

Allowing for Team Evolution
Resolving Conflict

➢ Proactive Behavior
➢ Communication
➢ Openness
➢ Research
➢ Flexibility
➢ Fair Play
➢ Alliance
Overcoming Resistance

➢ Actively Listen
➢ Express Interest
➢ Ask Questions
➢ Move Towards Resolution via Collaboration
Guidelines for Collaborative Writing

➢ Select Collaborators Carefully

➢ Agree on Project Goals
➢ Give the Team Time to Bond
➢ Clarify Individual Responsibilities
➢ Establish Clear Processes
➢ Avoid Composing as a Group
➢ Ensure Tools are Ready and Compatible
➢ Check Group Progress
Technologies for Collaborative Writing

➢ Simple Software Tools

❖ Track Changes and Commenting
➢ Collaboration Systems
❖ Content Management Systems
❖ Shared Online Workspaces
➢ Social Network and Virtual Communities
➢ Collaboration on Mobile Devices
Shared Online Workspaces
Collaboration on Mobile Devices
Giving and Receiving Constructive Feedback

How to Be Constructive Explanation

Think through your suggested changes Many business documents must illustrate complex relationships between
carefully. ideas and other information, so isolated and superficial edits can do
more harm than good.
Discuss improvements rather than Instead of saying “this is confusing,” for instance, explain how the
flaws. writing can be improved to make it clearer.
Focus on controllable behavior. The writer may not have control over every variable that affected the
quality of the message, so focus on those aspects the writer can control.
Be specific. Comments such as “I don’t get this” or “Make this clearer” don’t give
the writer much direction.
Keep feedback impersonal. Focus comments on the message, not on the person who created it.

Verify understanding. If in doubt, ask for confirmation from the recipient to make sure that
the person understood your feedback.
Time your feedback carefully. Respond in a timely fashion so that the writer has sufficient time to
implement the changes you suggest.
Highlight any limitations your If you didn’t have time to give the document a thorough edit, or if
feedback may have. you’re not an expert in some aspect of the content, let the writer know
so that he or she can handle your comments appropriately.
Table Giving Constructive Feedback
Preparing for Meetings

➢ Define Your Purpose

➢ Select Participants
➢ Choose Time and Venue
➢ Set the Agenda
Conducting and Contributing to Efficient Meetings

➢ Keep the Discussion on Track

➢ Follow Agreed-on Rules
➢ Encourage Participation
➢ Participate Actively
➢ Use Mobile Devices Respectfully
➢ Close Effectively
Typical Meeting Agenda
Capturing Key Decisions and Discoveries from a Meeting
Using Meeting Technologies

➢ Identify the major technologies used to

➢ enhance or replace in-person meetings.

➢ Virtual Meetings Include:

❖ Instant Messaging
❖ Teleconferencing
❖ Telepresence
❖ Webinars
Successful Virtual Meetings

➢ Extra Planning
➢ Be Aware of Limitations of Technology
➢ Keep Participants Engaged
➢ Ensure That Participants are Prepared
➢ Give Participants Opportunities to Participate
Recognizing Various Types of Listening

➢ Content Listening
➢ Critical Listening
➢ Empathic Listening
➢ Active Listening
Understanding the Listening Process

➢ Receiving
➢ Decoding
➢ Remembering
➢ Evaluating
➢ Responding
Overcoming Barriers to Effective Listening

Effective Listeners Ineffective Listeners

Listen actively Listen passively
Take careful and complete notes, when applicable Take no notes or ineffective notes
Make frequent eye contact with the speaker (depends on Make little or no eye contact—or inappropriate eye contact
culture to some extent)
Stay focused on the speaker and the content Allow their minds to wander, are easily distracted, work on unrelated tasks
Mentally paraphrase key points to maintain attention level Fail to paraphrase
and ensure Comprehension
Adjust listening style to the situation Listen with the same style, regardless of the situation

Give the speaker nonverbal cues (such as nodding to show Fail to give the speaker nonverbal feedback
agreement or raising eyebrows to show surprise or skepticism)
Save questions or points of disagreement until an appropriate Interrupt whenever they disagree or don’t understand
time
Overlook stylistic differences and focus on the speaker’s Are distracted by or unduly influenced by stylistic differences; are Judgmental
message
Make distinctions between main points and supporting details Are unable to distinguish main points from details

Look for opportunities to learn Assume they already know everything that’s important to know
Recognizing Nonverbal Communication

➢ Facial Expression
➢ Gesture and Posture
➢ Vocal Characteristics
➢ Personal Appearance
➢ Touch
➢ Time and Space
Use Nonverbal Communication Effectively

➢ When You’re Talking

➢ When You’re Not Talking
➢ When You’re Listening
Business Etiquette in the Workplace

➢ Personal Appearance
➢ Personal Grooming
➢ Phone Skills
Dressing for Success

2 Elegant and Refined (Add This to 3 Crisp and Starched 4 Up-to-the-Minute

1 Smooth and Finished (Start with This)
Column 1) (Add This to Column 2) Trendy (Add This to Column 3)
Choose well-tailored clothing Choose form-fitting (but not Wear blouses or shirts Supplement your foundation
that fits well; it doesn’t have to be skin-tight) clothing—not swinging or that are or appear with pieces that reflect the latest
expensive, but it does have to fit and be flowing fabrics, frills, or fussy trimmings. starched. styles.
appropriate for business. ●● Choose muted tones and soft colors ●● Choose closed top- ●● Add a few pieces in bold
●● Keep buttons, zippers, and hemlines in or classics, such as a dark blue suit or a button shirts or button- colors but wear them sparingly to
good repair. basic black dress. down shirt collars, higher- avoid a garish appearance.
●● Select shoes that are comfortable ●● If possible, select a few classic neckline blouses, or long ●● Embellish your look with the
enough for long days but neither too pieces of jewelry (such as a string of sleeves with French cuffs latest jewelry and hairstyles but
casual nor too dressy for the office; keep pearls or diamond cuff links) for formal and cuff links. keep the overall effect looking
shoes clean and in good condition. occasions. ●● Wear creased trousers professional.
●● Make sure the fabrics you wear are ●● Wear jackets that complement an or skirts with a lower
clean, are carefully pressed, and do not outfit and lend an air of formality to hemline.
wrinkle easily. your appearance.
●● Choose colors that flatter your height, Avoid jackets with more than
weight, skin tone, and style; sales advisors two tones; one color should
in good clothing stores can help you dominate.
choose.

Table Assembling a Business Wardrobe

Using Phones in the Workplace

➢ Be Conscious of How Your Voice Sounds

➢ Be Courteous
➢ Convey a Positive, Professional Attitude
➢ End Calls With Courtesy and Clarity
➢ Use Your Outgoing Voicemail Message to Help Callers
➢ Be Considerate and Clear When Leaving Voicemail
Business Etiquette in Social Situations

Meeting Others Business Meals

Representing Your Company Observing Dining Etiquette
Introducing Yourself Choose Foods that are Easy to Eat

Introducing Others Avoid Alcohol

Observing Customs – Especially for Choose Appropriate Topics for
International Business Conversation
Business Etiquette Online

➢ Avoid Personal Attacks

➢ Stay Focused on the Original Topic
➢ Don’t Present Opinions as Facts
➢ Follow Correct Grammar and Spelling
➢ Use Virus Protection and Keep it Current
➢ Use Secure Passwords
➢ Ask if it is a Good Time to IM Chat
➢ Avoid Profanity and Emoticons
➢ Avoid Multitasking
➢ Never Assume Privacy
➢ Do NOT Use “Reply All”
➢ Don’t Waste Others’ Time with Sloppy or Confusing Messages
➢ Respect Boundaries
➢ Be Careful of Online Commenting Mechanisms
Business Etiquette Using Mobile Devices

➢ Implement Good Personal Use Habits

➢ Be Careful Using Virtual Assistants
➢ Be Aware of Expectations and Policies
Thank you