Memo – New manager – effective communications in groups
Team A
COM/530
January 23, 2012
Deborah Elver

MEMORANDUM

To: Lynn White
From:
Date:
Subject: Group Communication

We welcome you to Southwest Airlines, Inc. Your decision to join the accounting tem is exciting. We know that your skills and knowledge will be asset to this company. If you have any questions, please feel free to contact one of us. The following are some suggestions we want to share with you. This memorandum is a summary on how to develop communication and build relationships within your team. We have summarized a description of group development, barriers that most likely exist, and techniques to improve communication within a group.
Group development consists of five phases; forming, storming, norming, performing, and adjourning. We will expand on these stages as well as communication issues within each of these tiers. The involvement of group managers in sharing the responsibilities during various stages of a project is important. Group managers duties are planning, executing, and finalizing projects.
In stage one (forming) is where group members focus on the scope of the task, how to approach it, and other related matters. To expand from this stage to the next, each group member relinquishes anxiety and animosity to take the step and risk the likelihood of disagreement among members.
In stage two (storming), communication among the members begins. Rivalry and disagreement within the group surface as group members discover how to twist and shape their emotions, thoughts, and principles to match the team dynamics. At this stage some members may linger silently, whereas others challenge to control the group and process. To advance to stage three, members need to advance from the “testing-and-demonstrate” state of mind to a “get-to-the-bottom” mentality. Group members realize they have to listen to one another and show respect to various ideas.
Stage three is norming. Confrontations prevail and stronger group belonging and unification is emerging. As members change their preconceived ideas, they start to share information and ask questions of one another.
Stage four is performing. Group members indeed become one entity. Group confidence is soaring and devotion among group members is strong. The function of completing the task develops into sincere problem solving. Action happens here. Group managers should embrace individual creativity because it enhances group performances.
Last stage is Adjourning, also known as mourning stage, as group members frequently encounter loss. This occurs, especially when a group is disbanding abruptly or with little preparation to come to a close. A planned conclusion should include acknowledge contributions and accomplishment and provide the opportunity for members to express individual goodbyes.
A primary component in group development is effective communication. Successful and open communication creates a belief of trust and a sense of belonging to a team. When team members believe you value them,, they will generally become more dedicated, making it easier for you and your team to work as a congruent unit to achieve all its goals. If this not accomplished, you will have conflicts within your group, making it much more difficult to accomplish the task in hand.
We have listed some of the barriers that can inhibit effective communication to your teams as well as within your team: * Physical barriers, such as outside noises and small rooms can distract your concentration. By keeping this at a minimum, you can avoid miscommunications between the members of your group. While working in your work area remember to be considerate of others around you. * Language barriers: This may occur when one of your team members is trying to explain an idea because English is not their first language. When communicating in this case, speak slowly, concise, and remember to be patient. If this seems to continue to be a barrier, another way you can overcome this is by selecting other means of communications such as e-mailing. * Lack of skills/knowledge: This may become a barrier because of how one perceives information if he or she does not have the requisite knowledge to comprehend it. A way to overcome this barrier is to conduct training, promoting group dynamics. * Time zones: Our Company encompasses all 50 states. Attentive to the working hours of each location will make your work easy. Office hours are nine am to five pm, Monday through Friday. The headquarter for the corporate office is in Dallas, Texas, which is the Central time zone. Below is a chart for the four time zones.

Here are several tips on how you can be an effective team role model in the manner in which you communicate to your team: 1) keep your mind open, 2) Be a good listener, 3) think before responding, and 4) employ reflective listening, if you do not understand the question, have the person repeat it. Then echo it back to him or her by prefacing it with something similar to the question that you heard, followed by the question as you understand it. Finally, ask the person if you heard him or her correctly. Our organizational culture relies heavily on teamwork and respect for one another. Make your team believe you appreciate them, and that you value their ideas. Your superior will measure your success as the accounting manager by how well you can communicate with your team members.