Playing your Roles the Feedback Process Stress management

Playing your Role(s), the Feedback Process, Stress management & Motivating your team Presented by Autumn Garrison for the CLEAR Program Chemical Engineering 4903 Fall 2008

Overview § Managing your team § The Roles you play § Improving your process § The role of self monitoring & perception checking § Feedback, Stress, & Motivation § Giving constructive feedback § The importance of rituals, rewards, and recognition § Wrap up & Team time

Discussion question: When you hear the word “delegation” what does it make you think of ?

True or False? The leader of the group usually delegates

Two different ways you can manage your teams § Traditional Team: § Self-directed team: § One leader § Everyone shares leadership § Sets agenda § Members set § Directs problem success guidelines solution § Members own § Establishes meetings & rules/norms process § Controls process & § Members disruptive accountable to behaviors each other

Research study § Study of administrators, engineers and scientists at Goddard Space Flight Center § Those who had more stake in decision making about assigned tasks § Experienced less: time, situational, encounter, and anticipatory stress § Others had higher stress French & Caplan (1972) Organizational Stress and individual Strain.

There are lots of roles you can play & should discuss Task roles Relational Maintenance roles Selfish/anti-team roles Adapted from Harris, T. & Sherblom, J. (2005) Small Group and Team Communication

You may perform task roles § § § § The initiator/opinion giver The elaborator/clarifier Evaluator Devil’s advocate Coordinator/Recorder Information seeker/giver Consensus tester Adapted from Harris, T. & Sherblom, J. (2005) Small Group and Team Communication

You may perform relational maintenance roles § Encourager § Supporter § Harmonizer/Tension reliever § Gatekeeper § Process Observer § Standards setter Adapted from Harris, T. & Sherblom, J. (2005) Small Group and Team Communication

Observe, Self-Monitor & Manage Selfish/anti-team roles: § § § The Blocker The Aggressor The Withdrawer The Dominator The Slacker Status or Recognition seeker Adapted from Harris, T. & Sherblom, J. (2005) Small Group and Team Communication

Roles happen lots of different ways § § Emergent Determined by group Assigned by someone Can change day-to-day & group-to-group

Discussion Question: Thinking back on your experience, what roles have you had a chance to perform in your teams? Talk about it.

It’s all a part of the process! § § Define the problem(s) Generate possible solution(s) Evaluate solution(s) Create an action plan § § Assign specific tasks & roles Set time frames for goals Repeat & confirm Figure out a follow-up method & system of accountability

During this process remember to: § § § Ask Questions Actively listen Paraphrase Use your nonverbals Say “Yes” when you can and “No” when you can’t

These processes also improve your feedback skills

When you’re giving feedback be sure to: § § § Be honest Take group needs into account Decide appropriate time Don’t sand bag Use descriptive statements without judgment or exaggeration: “It seems to me. . . “ § Provide positive and negative feedback

When you’re receiving feedback be sure to: § § § § Take a deep breath Be aware of how your body is feeling Don’t interrupt Don’t listen defensively Paraphrase to indicate understanding Acknowledge person’s point of view Agree with what you see as true Take enough time to sort things out

Recognize & Praise each other (whenever, wherever)! § § § Verbal praise in front of others Verbal praise one-on-one Praise via email, text, phone High fives Milestone celebrations Established rituals & processes

Done effectively, these things will also help you deal with stress: § Time stressors § Work overload § Lack of control § Encounter Stressors § Role conflicts § Issue conflicts § Action conflicts § Anticipatory stressors § Unpleasant expectations § Fear

TYPE OF STRESSOR Time Encounter Situational Anticipatory ELIMINATION STRATEGY Effective time management; delegating Openness; Empathy; Collaboration; Interpersonal competence Verbal coping; Work redesign Goal setting; small wins; self disclosure Adapted from: Whetten, D. & Cameron, K. (1998). Developing Management Skills 4 th Ed.

Wrap-up / To Do List § Discuss & understand: § How your team is managing itself § Your roles & expectations § How can you improve your process? § Talk about your system for rituals, rewards, & recognition § Other ways to reduce team & individual stress

References § French, J. & Caplan, R. (1972). Organizational stress and individual strain. In The failure of Success, edited by A. J. Marrow. AMACOM. § Harris, T. & Sherblom, J. (2005) Small Group and Team Communication 3 rd Ed. Pearson Education, Inc. § Verderber, R. F. & Verdeber, K. S. (2003). The Challenge of Effective Public Speaking 12 Ed. Belmont, CA: Thompson Learning § Whetten, D. & Cameron, K. (1998). Developing Management Skills 4 th Ed. Addison-Wesley Educational Publishers. § Wolvin, A. & Coakley, C. G. (1996). Listening 5 th Ed. Times Mirror Higher Education Group, Inc.

Questions, Consultation, and Team time

Ensure Group Cohesiveness § § § Clarify group goals Clarify member roles Encourage everyone’s involvement in decision making § Recognize member contributions