Presentation 4: Case study: The forgotten Group Member
1. Identify the five group development stages (forming, storming, norming, performing, adjourning) in the case.

First stage-  Forming

This is the stage where ice-breaking takes place.The “forming” stage takes place when the team first meets each other. In this first meeting, team members are introduced to each. They share information about their backgrounds, interests and experience and form first impressions of each other. They learn about the project they will be working on, discuss the project’s objectives/goals and start to think about what role they will play on the project team. They are not yet working on the project. They are, effectively, “feeling each other out” and finding their way around how they might work together.

In this case, a team coordinator was chosen.

Second stage-  Storming 

In this stage, the team members compete with each other for status and for acceptance of their ideas. They have different opinions on what should be done and how it should be done – which causes conflict within the team. As they go progress through this stage, with the guidance of the team leader, they learn how to solve problems together, function both independently and together as a team, and settle into roles and responsibilities on the team.

In this case, Diane was a quiet individual who never volunteered suggestions unless she is asked for one. Mike on the other hand was the joker in the team. Steve was the business-like individual. Janet was the reliable one who put a lot of effort in the team. Lastly, Christine was an individual who focused mostly on her grade instead of teamworking. However, Christine did not perform her role well as a leader to lead the team well.

Third stage-  Norming

In this stage, agreement will eventually be reached on how the group operates. 

The major task function of stage three is the data flow between group members: They share
feelings and ideas, solicit and give feedback to one another, and explore actions related to the task. Creativity is high. If this stage of data flow and cohesion is attained by the group members, their interactions are characterized by openness and sharing of information on both a personal and task level. They feel good about being part of an effective group. 

In this case, works are distributed. However, Mike was a 'defect" in the team as he was not able to attend the meetings regularly, in spite of that, he has been giving excuses of his misbehaviour. Moreover, sharing of information on the task level was not performed properly. For example, Mike did not discuss his problem of the task he is facing with his team members at all.




Fourth stage- Performing

In this stage, people can work independently, in subgroups, or as a total unit with equal facility. Their roles and authorities dynamically adjust to the changing needs of the group and individuals. 
Stage four is marked by interdependence in personal relations and problem solving in the realmof task functions. Members are both highly task oriented and highly people oriented. There is unity: group identity is complete, group morale is high, and group loyalty is intense. The task function becomes genuine problem solving, leading toward optimal solutions and optimum group development. There is support for experimentation in solving problems and an emphasis on achievement. The overall goal is productivity through problem solving and work. 
 
In this case, Mike obviously is not an individual who is task- oriented. He put his personal task and issue before the assignment. Such as, the times when he mentioned that he was not able to attend the meeting due to the fact that he worked the night before as a member of the campus security force and he delayed his work by the excuse of having a problem with his girlfriend. Besides, they have a miscommunication problem in the team. Due to the ingenuine problem solving, optimal solutions and optimum group development were not achieved.



Fifth stage-  Adjourning

Basically, the final stage includes the process of  "unforming" the group, that is, letting go of the group structure and moving on. In other words,The final stage,  it involves the termination of task behaviors and disengagement from relationships. 



2. Identify and describe the causes of conflicts in the case.
 
i) Christine Spencer focuses a lot on her grades that she is selfish naturally towards her team members. Therefore, teamwork is neglected.

ii) The fact that Christine Spencer was elected as the team coordinator. Firstly, she did not arrange the work meticulously despite she perceives that herself being a 'meticulous' person.  Secondly, Mike complained that he was not going to attend the meeting before the class 8.30a.m. and she barely makes an effort in ensuring Mike's attendance and let it past. Instead, she laughed with her team members at Mike's indignation. There is also a case following, such as the night Mike worked as a night security force. Thirdly, knowing the existence of the problem that the team has with Mike, Christine did not act in accordance to what Professor Sandra Thiel told her to. For example, she did not take any actions to resolve the misunderstanding of Mike to the team. 

iii) Most of the team members were able to complete their designated part of assignments on time, apart from Mike. He does procrastination a lot by giving excuses, such as he worked the night before as a campus security force and he had problems with his girlfriend. As a team member, it is not suitable to introduce his own personal problem all the time to avoid getting his designated part done.

iv) Miscommunication occurs when Mike was not able to make it to one of the meetings. He sent in brief notes to Christine and expected her to discuss it on his behalf. However, she was in mist of what to do with the notes. Moreover, she did not ask the reason she was sent the notes and on the other hand, Mike did not express openly of what he wants Christine to do with it.

3. Suggest the approach to leadership best suitable for the case. 

I believe that Situational Approaches should be taken in handling the problematic occasions that occured in this  story. Especially when Mike had some problems with the team due to certain misunderstandings, Christine, as a team coordinator, should act quick in response to it. She did not interpret the problem wisely, instead, she is looking things at her own perspective of getting good grade. What she did not realise is that by handling the situation'meticulously', she would actually already have achieved what she desired.

Country-club management- Christine and the rest of the members should focus on Mike's feeling when he was upset due to the occasions where he misunderstood them neglecting him.

Right Brain/ Left Brain Quiz The higher of these two numbers below indicates which side of your brain has dominance in your life. Realising your right brain/left brain tendancy will help you interact with and to understand others. Left Brain Dominance: (9) Right Brain Dominance: (9) Right Brain/ Left Brain Quiz

Assignment 3 : McGregor's Theory X Theory Y and Maslow's Hierarchy of Needs

Limitations of McGregor's Theory X Theory Y

Theory X :

-  Theory X is linked to an assumption that employees are inherently lazy.


- Employees need to be under strict control and supervision to ensure their productivity.


- Employees prefer to be directed.


- Employees tend to dislike responsibility, are unambiguous, and desire security above everything.


- Theory X managers do not give their staff this opportunity so that the employees behave in the expected fashion.




Limitation : 


- Employees' ideas are not taken into consideration.


- This theory leads to mistrust, highly restrictive supervision, and a punitive atmosphere.


- The theory X manager tends to believe that everything must end in blaming someone. ( They will blame the person first in most situations, without questioning whether it may be the system, policy, or lack of training that deserves the blame.








Theory Y :


- Management assumes employees may be ambitious and self-motivated and exercise self- control.


-  It is believed that employees enjoy their mental and physical work duties.


- According to Papa, to them work is as natural as play.


- Given the proper conditions, theory Y managers believe that employees will learn to seek out and accept responsibility and to exercise self-control and self-direction in accomplishing objectives to which they are committed.


- It is believed that the satisfaction of doing a good job is a strong motivation. 


- As a comparison to theory X, managers with theory Y are more likely to develop the climate of trust with employees that is required for human resource development.




Limitation for both  theories as a whole :




- It presents only the two extremes of managerial behaviour, and are not different end of the same continuum, but rather two different continua in themselves.


- It is wise to manipulate these two theories depending on the situation but should not just stick right to one.






Maslow's Hierarchy of Needs

Maslow argued that human needs consist of 5 types that make up a hierachy:

1. Physiological (bodily) needs – food, shelter, water and sex
2. Security needs – the need to be free from threats and danger
3. Social needs – the need to be loved and part of a group
4. Esteem needs – the need for self-respect and the respect of colleagues
5. Self-actualisation needs – the need to fulfill potential and develop personal skills

Limitations :



Maslow's theory of motivation (Hierarchy of Needs Theory) is very popular all over the world and provides guidelines to managers / managements for motivating employees. However, Maslow's theory has many limitations.
Limitations of Maslow's Hierarchy of Needs Theory are noted below :-

1. Maslow's theory is over simplified and is based on human needs only. There is lack of direct cause and effect relationship between need and behavior.
2. The theory has to refer to other motivating factors like expectations, experience and perception.
3. Needs of all employees are not uniform. Many are satisfied only with physiological needs and security of employment.
4. The pattern of hierarchy of needs as suggested by Maslow may not be applicable uniformly to all categories of employees.
5. Maslow's assumption of 'need hierarchy' does not hold good in the present age as each person has plenty of needs to be satisfied, which may not necessarily follow Maslow's need hierarchy.
6. Maslow's theory is widely accepted but there is little empirical evidence to support it. It is largely tentative and untested. Maslow's writings are more philosophical than scientific.

Presentation 2: Case question- Bob Knowlton










Analysis of the roles.


Bob Knowlton- He is a newly appointed team leader who is team oriented, capable and conformed to his superior, but he is insincere about his feelings.


Simon Fester- He is a recently employed  newcomer who is competent and experienced in the field, as well as confident, but he is more of a soloist in getting his work done.


Dr. Jerrold-  She is the employer who takes no concern with his employees' feelings and she holds high expectations towards her employees in getting supreme results.














1. Discuss the reasons why what happened happened.




-Bob Knowlton who held the position as the leader of the photon lab had successfully brought magnificent results to the companies.

-However, since the participation of Simon Fester in the team, discomfort and awkwardness have begun to arise.


-Fester is an individual who is talented and expert in the field who was in good relationship with the superior Dr. Jerrold has in a few situations conflicted with Bob Knowlton's sets of values.


-Despite the fact that Fester just joined the company no long ago, he has been getting compliments and great support from Dr. Jerrold, such as the important meeting that was held just before the leave of Knowlton.


-Moreover, Knowlton did not have a honest and open discussion about Jester's position and adaptation to the team and himself, therefore, Knowlton made an inaccurate underlying assumption was made upon Dr.Jerrold's thoughts and actions.

-On the other hand, Dr. Jerrold did not handle the interpersonal relationship and communication well among herself, Jester and Knowlton, as due to his managerial position, she should have thought of the possibility of misunderstandings.

-In summary, Knowlton felt insecure of that his position in the company was greatly threatened. Therefore, he chose to leave the company due to the underlying assumption, however, not on the desire of getting a higher pay.

2. Consider the personalities involved, especially those of Knowlton and Fester, and the organizational characteristics.




Bob Knowlton

1) Team-oriented - He focuses much on teamwork, for example, he strongly encourages all of the colleagues, including the secretary, to join the meetings to share the progress of their work. There was also a situation in which that Knowlton aggressively insisted Jester to join the meeting.


2) Introvert - He did not do well in expressing his feelings and thoughts honestly to Dr. Jerrold despite that he understood Fester's mindset collided with his in managing a team totally due to his objectivity towards team-working. 


3) Excellent leadership- He seeks to communicate with all of his subordinate and helps them with their problems in every single step and makes them work altogether as a team efficiently.








Simon Fester


1) Lone ranger - He prefers to complete his task alone, for example, when he was asked to join a meeting, he reluctantly agreed to Knowlton's insistence, but he continued doing his analysis on the work alone while the meeting was going on around him.


2) Goal achiever & talented individual - He is very keen on completing his task regardless day or night. On top of that, he is also able to create some fresh ideas towards his work. For example, he called Knowlton at 2a.m. in the midnight to explain the new approach to a certain problem of the photon lab that was previously unsolvable in the past experiments.


3) Opportunity seeker- He is also a person who constantly seeks for opportunity. For example, Fester quit a few past jobs for more opportunities available in other companies.








Organizational characteristics


As a whole, the company practices a more conventional way of managerial system and it is run with a team-based structure under the lead of Bob Knowlton. On top of that, the organization lacks of good leadership in the sense that Dr. Jerrold was not able to critically approached and handled the predicament effectively.










3. Imagine yourself in the position of Dr. Jerrold at the end of the case, reflecting back over the events. Is there anything you could have done, on the basis of what you knew or could have known at the time, that would have led to a more favorable outcome? State your reasoning.




If I were Dr. Jerrold, I would do my best to understand the ways of Fester and Knowlton completing their tasks. In such case, I would have then understood that both of them carry different perspectives towards their work. In addition, I would discuss with Knowlton beforehand in order to inform the difference in their personalities and the intention of I hiring Fester into the company. Upon hiring Fester, I would be watching over their collaboration in work and be prepared all the time to step up when there is conflict and misunderstanding. During the process, I would have some private sessions with both of them to solve the misunderstanding and unwanted interpersonal communication problem. In that way, I could then assure that both of them are working together at their best possible potential.

MCH 208: Presentation 1

Presentation 1
Strategic Organization Communication (MCH 208)


1) What expectations does each of these generational groups have about life and about organizations?

Baby Boomers (Born 1945-1964) are the oldest generation nowadays before Traditionals (Born before 1945).


Life
-  Nuclear families were the norm in the U.S.A. but extended families were more common in Malaysia.
- Work is everything.
- Health is a conscious element to them.


Organization
- They are hardworking, but they expect their dedication and service to be rewarded.
- They are also loyal to their company.
- They seeks for opportunities actively. 

Generation X (Born 1965-1980) are influenced mainly by their parents (baby boomers).


Life
- They know the importance of being well-educated.
- They know the need to adapt to the current trend (technology).
- They are individualistic. ( self-fish)


Organization
- They work to live instead to live to work.
- They see the organization to be structural and hierarchy-oriented.
- Goals are the drive for their motivation.
- They are more to autonomy.
- They are willing to challenge status quo.

Generation Y (Born 1981 and 2000)  are portrayed to be the next big generation.


Life
- They are impatient.
- They are tech-savvy.
- They are over confident.
- They are sociable.


Organization
- They prefer flexible time table.
- They prefer multitasking.
- They are team-oriented.
- They are comfortable with empowerment.






2) What messages and experiences have contributed to those expectations?


Baby Boomers
-  They work hard and expect the younger generations to follow their style of working.
-  They work very hard to the extent they would have choose to work overnight instead of accompanying their families at home.
- They are loyal to the company they have or work with and they stick it lifelong.


Generation X
- They were brought up in the shadow of the influential boomer generation. 
- They witnessed their parents sacrifice greatly for their companies.
- They dislike empowerment.


Generation Y
- They are able to tackle different task with equal amount of effort at the same time.
- They prefer to work for someone who has good relationship with them but lower pay instead of bad relationship with higher pay.






3) Over what issues are you likely to have conflicts with members of the 3 groups? why?


The most common issue would be the division of power. The baby boomers dislike delegating authority to their subordinate, as they see themselves as experienced and more likely to make correct decision.

The second issue is the use of digital devices. The baby boomers are rather conservative in the sense they may insist on preservation of the style or method to run their company, instead of following the advice/ suggestion of especially the Y-ers to make a change on the company operating system.




4) To which if any of the three generational groups do you belong?


Gen Y. 




5) How do your expectations and experiences similar to theirs?


- I feel that as long as I get my job done on time, I don't want to be restricted by my rigid timetable.
-I rely highly on technology.
-I prefer to stay connected to the outside world all the time.






6) Are the strategies chosen by Generation Xers appropriate to the situations they face? Generation Yers?


It all depends on the situation which they are in. I believe that the strategies chosen by the generation Xers are appropriate during their time as they know well to what situation they are facing. This goes for the generation Yers too as each and every generation will definitely find their way to handle each situation according to their own unique way.

7) What effects are their strategies likely to have on their relationships with their supervisors in the traditional firms? With their co-workers? With their subordinates? why?


Their relationships are going to be tough if Y-ers are not capable in handling social relationship with someone of different generations. As the Supervisors are normally baby boomers or X-ers, empowerment is not likely going to be exercised.
As for co-workers, it is going to hard if the x-ers are those who prefer autonomy more to collaboration. These two generations are likely to have conflict due to communication problem.

Week 2 Tutorial


Question 1: 


Describe an organization that you know well. Identify message functions and the structure of that organization.

- The organization that I have picked is Starbucks Coffee Company. And just for clarification of the company system of Starbucks Coffee Company as many people have misunderstood that Starbucks is a company who offers franchise operations, Starbucks Coffee Company does not do franchise. And according to the official website of Starbucks Coffee Company, it has got no intention to do franchise at all in the near future.

- In short, it is a company with many branches worldwide that has not franchises. However, there is an exception, licensing arrangements are provided with companies, such as airport locations, national grocery chains, major food service corporations, college and university campuses and hospital, when access to real estate is given by the companies.




Question 2:




Describe the culture of the same organization




- According to my opinion, the culture of the same organizations varies depending on where the franchise is place.
- For example, certain food should be sold in two categories, halal and non-halal, and the styles of writings must be used according to the culture of the nation so that the local customers can understand the meaning and be attracted more to it.




Question 3: 


Debate whether or not we should view communication as the fundamental organizational process.


- No doubt it is a must to view communication as the fundamental organization as it brings people together through understanding and knowing.
- Lack of communication may cause misunderstanding on certain projects or assignments which then results in a failed work.
- Communication also allows the subordinates to tell the problems to the supervisors and hence the problem will be solved more effectively in discussion.


Question 4: 


Which of three approaches (functional, meaning-centered, or emerging perspectives) to organizational communication do you think better describes organizations? Why?

Based on the experience that I have got from my friend that worked in the Starbucks, the organization, the supervisors do their best in maintaining healthy relationship with their subordinates so as to understand the causes to the mistakes and guide them right from them to ensure higher productivity during the work. Hence, the approach adapted should be meaning- centered.

Question 5:


Describe a circumstance you have observed when organizational communication influenced effectiveness.

First tutorial Q & A (MCH 208)

1. What unusual communication demands are placed on the " competent communicator" now that we are living in the information society?

- The ability to adapt to the newly invented gadgets following with the fast growing pace of the technology (I-products - I-phone, I-touch, I-pad) . 

- The ability to adapt to the social media ( Facebook, Twitter, Forum, Blogs, Emails, etc.) .

- The ability to use computers or laptops is essential to writings, such as a report, a slideshow for presentations, etc.

- The ability to make a slideshow is usually not just typical to words, but with the combination of more other interactive contents, such as video clips, pictures and sound clips.

- The ability to express one's experience and knowledge during communication rather than relying on status quo-type of communication.

- The ability to interpret a case without being biased and judgmental. 

- The ability to keep up-to-date with the current news.

     2.   How will you, as a " competent communicator" use each of the four components of competency ( knowledge, sensitivity, skills, and values) in your personal & professional life?

- Personally, knowledge is known as a root for one to apply in situations to survive. Moreover, it is important to share knowledge as it is an essential part of learning. Therefore, one should not be afraid or stingy in sharing knowledge. 

-On the other hand, in a professional life, knowledge is a powerful tool in the sense that it can bring changes to organizations, and even country. For instance, if a CEO (Chief Executive Officer) of an organization or a President of a country has no knowledge, none shall be succeeded.

- Personally, sensitivity is rather crucial to bring into one's notice, especially when a sensitive issue is involved and a sensitive person is around you. Therefore, the realization of what to and what not to say is important to avoid unnecessary dispute or fight.

- While in a professional life, mastering the understanding of sensitivity is undoubtedly a skill to survive and to succeed. Crossing the line of a sensitive issue, it is very straightforward that consequences will be coming in row. 

- Skill in communication is generally the way of how communicators express their own opinions, ideas and beliefs. For example, in a speech, it is essential to consider some points so as to deliver messages efficiently (verbal and non-verbal communications) .

- Value is what has been inculcated by the elderly. Different culture also contains different sets of values. 

- It gives us the common sense to judge what acts are correct and wrong.

    3.   Think of a person you consider to be a " competent communicator" and describe how he or she demonstrates the four components of competency ( knowledge, sensitivity, skills, and values) ?

The person who deserves the title " competent communicator" the most is of course, Barrack Obama.

- Speaking of knowledge, Barrack Obama as a President of the United States, possess incalculable amount of such component to lead a country.

- As a President, it is crucial for him to have the knowledge to analyse and handle situations, such as a crisis of the state.

- Mastery of the understanding of sensitivity is indisputable to be one of his life skills. It is true to the fact that without understanding the sensitivity of the cultures of the countries, he may arouse and provoke the other countries, and war will be declared.  

- Skill in communication is what I admire Barrack Obama the most in his talks, especially the speeches given in the elections for his position as a President. He masters the use of various tones depending on the situations and his non-verbal communication such as hand gestures and eye contact are solid.

- As for values, I am proud to tell that Obama has been practicing the value, sympathy, since he was young. He was nurtured the value " sympathy" hard by his mother of what thoughtlessness or cruelty or abuse of power would make him feel. 

- Therefore, in the run of United State of America, that has since been the value of principle that he will look into.