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Unit Title - BUSINESS COMMUNICATION 1

Unit Code - LNG015-6

Assignment Title - The Briefing Paper

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Executive Summary

As a consultant to our client a Travel Company, we have been asked to prepare a

report on their venture into Home travel business. Accordingly, we have been asked to

prepare a business plan for the new venture. In the present briefing paper we will be

analyzing and presenting our team that will be working on the project. It is very

important that our client is aware of our team and our strengths and weaknesses so that

they are assured of receiving quality outcomes from our side that will satisfy their needs.

Table of Contents

1. Terms of Reference...................................................................................................1

2. Overview of the Situation...........................................................................................1

3. SWOT Analysis of our Team.....................................................................................1

4. Solutions and Recommendations..............................................................................2

5. Formation of our team and team Life cycle...............................................................2

6. Leadership Activities at Different Group Formation Stages.......................................3

7. Team contracts..........................................................................................................4

7.1. Belbin roles.........................................................................................................6

7.2. Balanced teams..................................................................................................9

7.3. Team Leader.......................................................................................................9

8. Team Leadership Model..........................................................................................10

The Four Layers or Steps in the Team Leadership Model..........................................10

9. Team Culture...........................................................................................................12

References.....................................................................................................................15

1. Terms of Reference As a consultant to our client a Travel company, we have been asked to prepare a report

on their venture into Home Travel business. Accordingly, we have been asked to

prepare a business plan for the new venture.

2. Overview of the Situation What problems do you envisage will need to be addressed?

In the present briefing paper we will be analyzing and presenting our team that will be

working on the project. It is very important that our client is aware of our team and our

strengths and weaknesses so that they are assured of receiving quality outcomes from

our side that will satisfy their needs.

3. SWOT Analysis of our Team

StrengthsTheoretical understanding is strong and fresh in

mind since all our members are still studying

management

Our zeal to perform better so as improve our

own learning

WeaknessesLack of practical experience

Lack of exposure to external industry

conditions

Opportunities To learn about team work dynamics

ThreatsInternal disputes arising due to

differences in culture and background

of members

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4. Solutions and Recommendations

In the present era efficient teamwork is extremely important, the team one has

participated or become leader that it cannot be anticipated that a new team would work

in exceptional manner from the very beginning. Forming a team consumes lots of time

and generally pursues few simply identifiable phases because the team formation starts

as an association of strangers and become a combined team with a shared objective.

The team may work efficiently in case one is able to understand the type of teams which

may be any one of following:

Temporary working association

Newly-formed association

Permanent team

5. Formation of our team and team Life cycle

In 1965 psychologist Bruce Tuckman stated an outstanding expression -: "forming,

storming, norming, and performing". He utilized it for describing it as a way that may be

followed by teams for being successful. Afterwards, he stated the 5th phase which is

known as fifth stage that adjourning which is also commonly known as mourning

because it rhymes nicely with the previous phrase. First phase of the team may be

termed forming phase in which members are optimistic and gracious. Few participants

in our team were nervous because they are not aware about the tasks of team. Others

were merely eager about the forth coming assignment. Leader plays a dominating role

at this phase because others are not aware about their duties & obligations. The

duration of this phase is not very long and might be up to a sole gathering at the time of

introduction of members. During this phase a meeting was conducted regarding the way

team has to work, this was a little irritating for the members as they were straight away

interested in tasks. After this, storming stage came into existence. The ability of the

leader was questioned because others strived for place and their roles were clear. The

procedure of conducting jobs was explained as being a leader one has to consider that

few participants might experience inundated due to the amount of work which has to be

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conducted or are not happy with the method used. Few members of the team gave their

reaction through raising the question about the worth of the objective of the team and

refused to accept the jobs given. In this phase , various teams might be unsuccessful

and still the teams that are ready to pursue the tasks may realize that they are on an

emotional ups and down, as they try to focus on the job in hand without the support of

established processes or relationships with their colleagues (Kane, 1975).

Slowly, our team entered the norming phase, as chains of command were created.

Members of the team now had high opinion of abilities of leader while others started to

demonstrate leadership in particular fields.

At this instant, an acquaintance was established between the team members, they

began to more interacting with each other, and they were competent to inquire each

other for assistance and offered productive criticism. The team built up a greater

commitment towards the objective and the appreciable developments could be

observed towards the goals.

Generally, overlapping may be observed between storming and norming stages .With

the advent of new assignments, the team might descend back into classic storming

phase actions, nevertheless this ultimately dies out (Cott, 1997).

As the team reached performing phase, working hard resulted into growth towards the

joint dream of the objective of the team, sustained by the configurations and procedures

that were followed. Sometimes in this phase individual members of the team may

associate or go away from the team with no impact on performing culture (Kane, 1975)

but this did not occurred with our team which was a positive thing.

6. Leadership Activities at Different Group Formation Stages

Phase Tasks

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Forming The team must be directed in positive manner and the goals of

team are stated in clear manner.

Storming In this phase procedures & structures are stated. Focus is

given on smooth working for resolving conflicts and

establishing good relationships within the team .Usually, it

offers support, particularly to members with insecurity. Facing

the issues with optimistic approach. Creating awareness

regarding the idea of forming, storming, norming, and

performing for explaining the reasons of conflicts and realize

that things would be improved in the future. And following

assertive and conflict resolution skills as & when required.

Norming Stepping back and assisting the team to move for

achievement of team’s objective. This is appropriate time for

arranging a social, or a team-building occasion

Performing The responsibility should be delegated as much as possible.

As the team has come up to improved level of performance,

leader must try not to interfere much. Leader will begin to

focus on other objectives and fields.

Adjourning As the team is coming to an end its achievements must be

celebrated. Because, in future once again team may be

formed with these individuals who would be simple in case

people consider earlier experiences in positive manner.

7. Team contracts Analyzing its abilities & strengths is significant for any team which would offer the basis

for a plan in for increasing the efficiency of the team for efficiently achieving the goal

(Horwitz, 1970).

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Team contracts are suppose to relate to the team. Leader of the team must state clearly

that what is desirable in the team and what is not desirable.

The contract comprised of the following:

Following a proactive approach. Team was required to predict potential issues.

They were required to pursue activities while preventing the future problems with

proactive approach.

The team members should be well aware as communication is important for

achieving the objective of the team. Communication helps in accomplishing trust

among the members of the team. Working in isolation is not possible in team &

its success is attained through joint support and understanding.

Focusing on the betterment of the team. The team is required to be bigger in

comparison to individual team player. Team’s interests should get foremost

preference. Moreover, attention has to be paid that there exist a synergy

between the objectives of the team & individual objectives.

Following basic policies should be listed by every team contract and were included in

our team contract as well:

Team members must be sincere & extrovert which is extremely important for

pursuing the goals of the team.

Promote diverse opinions on each and every topic. A team comprises of

individuals with diverse viewpoints which may result into conflicts. Though,

opinion of every member should be respected in a team so each and every each

idea is taken and noted for future reference.

Each member should equally participate in the team as members form the team.

Equal involvement along with equal inputs from each and every team member

should help the team to pursue its aims.

Policies were also laid for Communication Patterns which were as follows.

First understand, and then be understood to apply to all team members

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One must be lucid and brief which not only saves time but also results in

increased understanding within members of team.

Every conversation should be on right path.

Visual means of communication should be used such as drawings, charts, tables

for facilitating discussion. It is extremely significant for all the members of team to

be on the same page

Following roles were stated by Dr. R. Meredith Belbin (Ducanis & Golin 1999):

7.1. Belbin roles

Overall Belbin roles Description

Pursuing

activities

Implementer

Disciplined and knowable.

Takes fundamental ideas and

implement them practically.

May be slow.

Shaper

Immense energy and deed,

challenging others to move

forwards but may be

insensible.

Completer/Finisher

Consistently observes things

through to the end, resolving

the issues and assure the

smooth working of team. May

be too worried and not having

faith on others.

views /

problem-

Plant Resolve complicated issues

with innovative and original

ideas. May not be

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solving

communicating in an effective

manner and can neglect the

details.

Monitor/Evaluator

Observe the big picture. Thinks

carefully and accurately

regarding issues. May not

possess enough energy or

ability for inspiring others.

Specialist

Has professional

awareness/talents in vital fields

and would resolve various

issues. May not be interested

in other fields.

People /

feelingsCoordinator

Esteemed leader assisting

each member for focusing on

their task. May be observed as

extremely controlling.

Team worker

Have consideration for

members and the team.

Appreciable listening skills and

initiate steps for resolving

social issues. May face issues

while initiating tough decisions.

Resource/

investigator

Explores new thoughts and

opportunities with energy and

with others. Creates good

network. Can be excessively

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positive and drop energy

subsequent to the initial flush.

 

Alternately, they may be divided as follows: 

Overall Belbin role

LeadingCoordinator

Shaper

DoingImplementer

Completer/finisher

Thinking

Monitor/Evaluator

Plant

Specialist

SocializingResource/investigator

Team Worker

7.2. Balanced teams

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Teams are successful only if they establish balance between its primary roles and when

team members are aware about their roles, work with their full capabilities and efficiently

consider their shortcomings. For achieving the best balance, there has to be:

Coordinator or Shaper (but just one ) for assisting the leader

A Plant to stimulate ideas

A Monitor/evaluator for maintaining truthfulness and simplicity

Implementer (one or more), Team worker, Resource investigator or

Completer/finisher for initiating the roles in the team.

7.3. Team Leader

Team‘s success may be affected due to lack of leadership. Stewart and Manz (1995)

stated that more particularly, work team management or supervision is generally

recognized as a chief cause of failure of teams for proper development and improving

efficiency, quality, and quality of life for workers of America.

Instead of emphasizing on unproductive teams, alternately Larson and LaFasto (1989)

interviewed outstanding teams for recognizing better approach for achieving objective.

The concluding comments are mentioned below:

A obvious inspiring objective, they possess a vision

Structure supporting the success of teams , visions have a trade objective

capable team members with accurate number and mix

There should be unified commitment that they are not group but not team

A joint climate that is driven towards a shared goal

Achieving high standards of brilliance & they must possess group norms

Principled leadership — the central driver of excellence

They must be having good external support & sufficient resources

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8. Team Leadership Model

Northouse stated that there are many Team Leadership models but Hill's Team model is

one of the renown model which offers the leader or a elected team member with a

mental road map assisting in recognizing various issues concerning teams & initiating

steps for the correction of the issues (Pearce & Ravlin 1997). This Team Leadership

depends on various research projects:

Hill's Team Leadership Model

Figure: http://www.nwlink.com/~donclark/leader/team_leadership.html

The Four Layers or Steps in the Team Leadership Model

Top layer: The efficient team performance starts with leader’s mental model of

the state of affairs and then recognizing the needs of situation which may be

actions or monitoring.

Second Layer: It focuses on whether leadership is internal or external.

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Third layer: It has to be determined that whether it is Task, Relational, or an Environmental intervention. Function should be chosen as per the kind of

intervention. See the next section for explanation of Function Interventions.

Bottom layer: In case the above mentioned steps are initiated in appropriate

manner then high level of performance is achieved through the Development and Maintenance functions.

Based upon the framework we created a code of conduct for our leader

The emphasis should be laid on objectives by instructive and/or receiving

agreement

Polices of Restructuring, procedures, roles, etc. for achieving the anticipated

aims.

Guiding the decision-making procedure so as to get good knowledge, improved

coordination, focusing on various problems, etc.

Training should be conducted by formal and informal means

Performance should be analyzed every now and then.

Internal Relationship Functions

Coaching the members of the team

Using more mutual procedures for involving each and every member of the team

Conflict has to be managed

Encouraging commitment and esprit de corps while utilizing of ethos leadership

Fulfilling the requirements of members of the team

Anticipations from each team member should be clearly stated

External Environmental Functions

Networking approach should be followed for increasing influence and gathering

data

Advocate by representing your team so that it shows them at their best

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Gaining support for the team through the collection of resources and recognition

for team

safeguard the team from various environmental issues

Evaluate the environment by conducting surveys and other performance

indicators for determining its influence on the team

Information must be shared appropriately with the team members.

9. Team Culture The homogenous team is what we have to work on this project. Our team comprises of

individuals from diverse nations and so they face diverse cultures, languages, thoughts,

behaviors and procedures for pursuing tasks. Researchers have argued that the global

language of trade wipe out communication problems within a team with members

comprising of various cultures, though those with practical experience of such teams

would not agree (Barczak, 1996).

In our case where there are individuals with diverse cultural background, there would be

always few problems when they interact. This is due to the fact that they possess their

own perceptions of ways of conducting tasks and their expectations are also different.

Cross-cultural problems would not be an obstruction all the time, actually at various

instances they may encourage creativity, but with the issues of culture they may be

negative outcomes particularly in case of teams.

Through the introduction of the idea of cross-cultural communication within an

international team, the 3 main problems have been discussed below along with the way

we handled them:

a) Language

Even though English is mostly the language of the team but all were not well versed.

Further some members did not consider the language of same significance as their

native language. Steps that were initiated for resolving these issues are as follows:

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Offering further opportunities for all members of the team for contributing in a

simple manner. For instance, providing individuals opportunity to pen down

issues prior to a meeting or for follow-up.

Keeping language easy with the avoidance of idioms, slang, irony, etc.

Non-verbal communication is significant. Team members must be familiar with

the procedures through which individuals might communicate pessimistic

responses or concepts. For instance, silence might be a technique which may be

wrongly recognized as agreement in diverse cultures.

b) Conflict ResolutionDiverse cultures resolves conflicts in diverse ways. Few cultures believe that

conflict occurs in the usual order of things and that when it happens, it must be

resolved in by direct and upfront procedures. Other cultures though don’t favor

open disagreement and would take initiatives for avoiding it in order to

safeguards individuals from uncomfortable situations (Barczak, 1996). They

might support or hold back their view in case someone strongly disagrees

instead of confronting another person.

Hence we stated the procedures for resolving the conflicts and disagreement.

Though, even subsequent to stating the procedure for resolving g conflicts, it is

significant to keep in mind that cultural values are hard to modify. Individuals who

belong to culture where synchronization is extremely significant will still be

somewhat uncomfortable to deal with conflict and confrontation. The important

point that we considered was that all individuals are conscious about such

dissimilarities and sensitive to the procedures of resolving conflicts.

c) Gender

Diverse culture or societies have diverse perspective of gender relations and acts as

per them. The things suitable in one culture may not be in other. This might have little

influence on team, particularly when two ends of the ranges are presented in a team.

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The different consideration of genders may be influenced by following:

The way of interaction of men and women in a team

Allocation of authority

Assumed or perceived

Distribution of the roles and responsibilities

With the advent of problems, the best way to resolve the conflict is to tackle the topic

head on and accept the fact that within the organization or team there are particular

protocols related to gender interaction.

Hence for the efficient working of cross-cultural teams, we decided that we are required

to be concerned about cultural dissimilarities. This goes afar financing and creation of

technological links for bringing people collectively at surface level and referring back to

fundamentals by implying improved interpersonal communication.

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References Barczak NL. (1996). How to lead effective teams. Critical Care Nursing Quarterly.

pp 73-83.

Cott C. (1997). We Decide, You carry it out. A Social Network Analysis of

Multidisciplinary Long-term Care Teams. pp 1411-1421.

Ducanis AJ & Golin AK. (1999). The Interdisciplinary Health Care Team. Aspen

Systems Corporation. Germantown, Maryland.

Horwitz JJ. (1970). Team Practice and the Specialist. Springfield, Illinios.

Kane R A. (1975). Interprofessional Teamwork. Syracuse University, New York.

Pearce JA & Ravlin EC. (1987). The Design and Activation of Self-Regulating

Work Groups. International Journal of Human Relations. pp 751-782.

http://www.nwlink.com/~donclark/leader/team_leadership.html

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