Competency: Develop Teamwork and Collaboration Skills

Effective teamwork and collaboration hinge on clear, consistent, and adaptable communication. Whether completing a group project, participating in a team meeting, or collaborating on a community initiative, understanding and utilizing strategic communication is important for success. As students, you will participate in group projects, offer feedback in focus groups, and manage conflict within discussion groups. This chapter examines the fundamentals of teamwork, explicitly highlighting how communication shapes group roles, facilitates effective participation, addresses disruptive behaviors, informs process evaluation, and influences decision-making strategies. By the end of this chapter, you will possess the communication tools necessary to contribute meaningfully to any group and cultivate a truly collaborative environment.

A Short Story: The Team That Couldn’t Agree

A team of five colleagues, tasked with developing a marketing campaign for a new product, possessed diverse skills but lacked effective communication, hindering their collaboration. The project lead, Jillian, resorted to unilateral decision-making, feeling unheard and unable to facilitate open dialogue. A creative thinker, Jonas dominated meetings with unrefined ideas, demonstrating poor listening and a lack of follow-through. The organizer, Maria, struggled to communicate her attempts to structure the project, leading to her feeling ignored. Meanwhile, Alex and Priya, the quieter members, withheld valuable insights due to a lack of encouragement and channels for their input. Consequently, the team missed deadlines, and their final campaign lacked cohesion. What went wrong? The team failed to establish clear communication channels, address disruptive communication patterns, and leverage each member’s strengths through open dialogue. This scenario underscores the critical role of communication in understanding group dynamics and fostering effective collaboration. In this chapter, we’ll explore how to build strong teams by establishing clear communication protocols, how to improve active listening and participation, how to address communication challenges, and how to evaluate group processes through feedback loops.

4.1 Identify Various Roles Within a Group

Every group has members who fulfill specific roles that contribute to the team’s success. These roles can be categorized into three main types: task roles, maintenance roles, and leadership roles (Benne & Sheats, 1948; Bettencourt & Sheldon, 2001; Odell et al., 2004; Stoeckle & O’Shea, 2024). Participants in groups can fill multiple roles for their group, and not every group has to have every role to be high-functioning. Understanding these roles helps address all aspects of group work: task completion, relationship building, and effective leadership—effectively.

Leadership Roles

Leadership roles involve guiding the group toward its goals. These roles can be formal (e.g., a designated leader) or informal (e.g., an emergent leader (a person who become a leader becase of their actions, contributions, and interactions with others)). Effective leaders balance task and maintenance responsibilities while fostering a collaborative environment (Pizzo et al., 2025; Wrench et al., 2020). The study of leadership entails balancing the needs and the goals of the group to try to maximize productivity and satisfaction. For instance, in a student group project, a leader might not only delegate research tasks (task responsibility) but also facilitate regular check-ins to address any conflicts or anxieties among members (maintenance responsibility), ensuring both the project’s completion and the team’s cohesion. This approach helps to maximize both productivity and the satisfaction of the group members.

• Task Leader: Helps the group to complete its task. Task leaders are essential for a group’s productivity, focusing primarily on the specific activities and objectives that need to be accomplished. They ensure the group remains focused on its goals, manages resources, and works efficiently towards successful completion. These leaders can be divided into two primary types: substantive and procedural.
  •  Substantive Leader: The substantive leader is often the “idea” person or the intellectual driver of the group. They are typically strong in content knowledge, offering valuable insights, generating solutions, and contributing significant factual or conceptual information to the task. They excel at problem-solving and ensuring the quality and depth of the group’s output. For example, during a complex grid modernization project, the substantive leader might be the senior electrical engineer who proposes an innovative new design for integrating renewable energy sources, leveraging their deep understanding of electrical systems and efficiency.
  • Procedural Leader: The procedural leader is the person who gives the most guidance on how the group operates and progresses through its task. They are highly organized and focus on the mechanics of getting things done, such as setting agendas, facilitating discussions, assigning roles, monitoring progress, and ensuring deadlines are met. They provide the structure that allows the group to function smoothly. For instance, when a crew is dispatched to restore power after a widespread outage, the procedural leader would be the foreperson who maps out the sequence of repairs, assigns specific line workers to different sections, ensures all safety protocols are followed, and manages the communication with dispatch to provide updates and estimated restoration times.

Task Roles

Within any group striving for a common goal, distributing task-related roles is key to achieving efficiency and effectiveness. These roles, focused on completing the group’s objective, encompass a range of communication functions, from initiating ideas and seeking information to evaluating progress and coordinating efforts. The following list highlights the diverse task-oriented contributions members can make, describing how these roles collectively drive a group towards successful outcomes.

• Initiator-Contributor: Proposes new ideas, suggests solutions, and offers fresh perspectives.
• Information Seeker: Asks for clarification, seeks relevant facts, and ensures the group has necessary data.
• Information Giver: Provides relevant information, shares expertise, and offers personal experiences.
• Opinion Seeker: Seeks to understand the values and opinions of group members.
• Opinion Giver: Expresses personal beliefs and opinions and offers suggestions based on values.
• Elaborator: Expands on ideas, provides examples, and clarifies concepts.
• Coordinator: Connects ideas, organizes information, and integrates contributions.
• Orienter: Keeps the group focused, clarifies goals, and redirects discussions.
• Evaluator-Critic: Analyzes ideas, assesses feasibility, and evaluates the group’s progress.
• Energizer: Spurs the group to action and motivates the group to higher productivity levels.
• Procedural Technician: Handles logistical tasks, such as distributing materials and arranging the meeting space.
• Recorder: Takes notes, documents decisions, and maintains records.
• Expediter: Keeps the group on track, manages the agenda, and monitors progress.

Maintenance Roles

Beyond the tangible tasks that drive a group’s progress, the maintenance of a healthy and cohesive environment is equally critical. In this context, maintenance refers to the ongoing efforts and behaviors that preserve and strengthen the social and emotional well-being of a group. Group maintenance roles focus on fostering positive relationships, managing conflict, and ensuring the emotional well-being of all members (Stoeckle & O’Shea, 2024). This works by actively addressing interpersonal dynamics, supporting individual contributions, and creating a safe space for open communication. These roles, which range from encouraging participation and mediating disagreements to setting standards and relieving tension, are essential for creating a supportive atmosphere where collaboration can thrive. It is also important to note that individual group members can, and often do, fulfill a variety of these maintenance roles within the same group, adapting their contributions as the group’s needs evolve. The following list details the diverse ways in which individuals contribute to the maintenance of group harmony and functionality.

• Encourager: Praises, supports, and acknowledges the contributions of others. Creates a positive and welcoming atmosphere.
• Harmonizer: Mediates conflicts, reduces tension, and helps resolve disagreements. Seeks to find common ground and promote cooperation.
• Compromiser: Offers compromises and admits errors to maintain group harmony. Willing to yield their own position for the sake of the group.
• Gatekeeper: Encourages participation from all members and ensures everyone has a chance to speak. Regulates communication flow and prevents domination by a few individuals.
• Standard Setter: Sets and maintains standards for group behavior and performance. Helps the group establish norms and expectations.
• Follower: Accepts and supports the ideas and decisions of the group. Goes along with the group’s direction.
• Tension Releaser: Uses humor or other methods to relieve stress and create a relaxed environment.

Wrap Up Questions

1. The section categorizes group roles into leadership, task, and maintenance. Think about a group you’ve been a part of (e.g., a student project, a sports team, a community organization). Identify two specific individuals, or yourself, who consistently filled a particular task role and a particular maintenance role. How did the combination of these roles (even if by different people) contribute to the group’s overall success or well-being?
2. The text distinguishes between a substantive leader and a procedural leader. In a real-world scenario, like organizing a large charity event or a complex engineering project, describe a situation where a conflict might arise if these two leadership roles are not clearly defined or if the individuals filling them do not effectively collaborate. How would this impact group productivity and satisfaction?
3. The concept of maintenance roles focuses on fostering positive relationships and emotional well-being. Considering the “Tension Releaser” and “Harmonizer” roles, describe a time when one of these roles was successfully (or unsuccessfully) played in a group you observed. What specific verbal or nonverbal communication strategies did they use, and what was the impact on the group’s dynamic or ability to progress?

4.2 Manage Needs Within Groups

A successful group thrives on a foundation of fulfilled needs, encompassing both the practical requirements of task completion and the essential elements of social and emotional well-being (Sheldon & Bettencourt, 2002; Chun & Choi, 2014). From establishing clear goals and fostering effective communication to cultivating trust and promoting inclusion, a group’s ability to address these diverse needs directly impacts its overall effectiveness and member satisfaction. The following list highlights the multifaceted needs of a group and describes the critical factors that contribute to a productive and harmonious collaborative environment.

Task-Related Needs:

• Clear Goals and Objectives: A shared understanding of what the group is trying to achieve.
• Effective Communication: Open, honest, and respectful exchange of information and ideas.
• Organized Processes: Structured methods for decision-making, problem-solving, and task completion.
• Resource Availability: Access to the necessary tools, information, and support to complete tasks.
• Defined Roles and Responsibilities: A clear understanding of each member’s contributions and expectations.
• Progress Monitoring and Evaluation: Regular assessment of the group’s progress and effectiveness.
• Problem-Solving And Decision-Making: The ability to effectively work through obstacles and come to conclusions.
• Accountability: Holding each member responsible for their portion of the work.

Maintenance/Social-Emotional Needs:

• Trust and Respect: A safe and supportive environment where members feel valued and respected.
• Cohesion and Belonging: A sense of unity and connection among group members.
• Positive Communication Climate: Constructive feedback, active listening, and supportive interactions.
• Conflict Management: Effective strategies for resolving disagreements and maintaining harmony.
• Inclusion and Participation: Ensuring all members have opportunities to contribute and feel heard.
• Recognition and Appreciation: Acknowledging and valuing the contributions of each member.
• Shared Norms and Values: A mutual understanding of acceptable behaviors and guiding principles.
• Emotional Support: Knowing that the group supports its members.

Individual Needs Within the Group:

• Sense of Purpose: Feeling that their contributions are meaningful and valued.
• Opportunities for Growth and Development: Learning new skills and expanding their knowledge.
• Autonomy and Independence: Having some control over their work and contributions.
• Fair Treatment: Feeling that they are being treated equitably.

Strategies For Effective Participation

• Active Listening: Pay attention to others’ ideas and show engagement through nonverbal cues like nodding or maintaining eye contact.
• Constructive Feedback: Offer feedback that is specific, actionable, and respectful.
• Respectful Communication: Use inclusive language and avoid interrupting others.
• Collaboration: Work with others to build on ideas and find solutions.

Wrap Up Questions

1. The section emphasizes that clear goals and objectives are fundamental for a group’s task-related needs. Recall a group experience (academic, professional, or personal) where the goals were unclear. What specific communication breakdowns or inefficiencies resulted from this ambiguity, and how did it impact the group’s ability to achieve its objectives or satisfy its members?
2. Trust and respect are highlighted as crucial maintenance/social-emotional needs. Beyond simply stating “trust is important,” how can a group actively build and maintain trust among its members, particularly when addressing sensitive topics or navigating conflicts? What specific strategies for effective participation (e.g., active listening, respectful communication) contribute to fostering trust?
3. The text discusses how addressing individual needs like a “sense of purpose” and “opportunities for growth” contributes to group success. Imagine a group where a member feels their contributions are not valued, or they lack opportunities to develop. How might this individual’s unfulfilled needs negatively impact their participation in task-related needs (e.g., problem-solving, accountability) and the group’s overall dynamics?

4.3 Identify and Manage Negative Group Behaviors

Groups, while powerful tools for collaboration, can be undermined by negative behaviors that disrupt progress and erode cohesion (Kuehmichel, 2022). From task-related hindrances like blocking and dominating, to social-emotional determinants such as aggression and gossip, these actions can create a toxic environment and hinder a group’s ability to achieve its goals. For instance, imagine a coworker, David, who consistently shuts down new ideas during team meetings by saying “That’s not how we do things here” without offering alternatives (blocking), then talks over others to push his own agenda (dominating), and later spreads rumors about why a colleague’s suggestion failed (gossip). The following list outlines a spectrum of negative behaviors commonly observed within groups, highlighting the importance of recognizing and addressing these patterns to foster a more productive and harmonious collaborative experience.

General Strategies for Managing Negative Group Behavior:

• Establish Clear Group Norms: Create and enforce rules for respectful communication and behavior.
  • Explanation: Before beginning any collaborative work, establish clear ground rules helps prevent issues before they arise and provides a framework for accountability.
  • Example: A classroom group working on a presentation might agree, “Everyone gets five minutes to share initial ideas without interruption,” or “If you have a conflict with a team member, talk to them directly first.”
• Facilitate Open Communication: Encourage members to express concerns and provide feedback.
  • Explanation: This strategy is about creating a safe and non-judgmental space where individuals feel comfortable voicing issues, whether they’re about the task or interpersonal dynamics.
  • Example: A couple facing a recurring argument might agree to use “I statements” and set aside specific times to discuss frustrations, ensuring each person feels heard without immediate defensiveness.
• Provide Training: Offer training on communication, conflict resolution, and teamwork skills.
  • Explanation: Equipping individuals with specific skills empowers them to navigate difficult situations more effectively and positively, benefiting all interactions.
  • Example: A building supervisor might arrange a workshop on active listening and de-escalation techniques to help staff manage challenging customer interactions more calmly.
• Mediation: When needed, use a neutral third party to mediate disagreements.
  • Explanation: A neutral party can help facilitate communication, identify underlying issues, and guide individuals toward a mutually agreeable solution without taking sides or assigning blame.
  • Example: When three roommates were unable to agree on chore responsibilities, a mutual friend stepped in to help them outline their concerns and negotiate a fair cleaning schedule.
• Regular Feedback: Give feedback to group members on both positive and negative behaviors.
  • Explanation: Consistent, specific, and timely feedback helps individuals understand the impact of their actions and provides clear opportunities for growth and adjustment.
  • Example: After a shift, a charge nurse might praise a new grad for their efficient charting while gently advising another nurse to improve their handoff report clarity.
• Address Problems Early: Do not let minor problems become large ones.
  • Explanation: Tackle issues as soon as they arise prevents them from escalating, becoming deeply ingrained, and causing more significant disruptions later.
  • Example: If a student group leader noticed a member consistently missing small deadlines, they’d have a quick, private conversation after the first instance rather than waiting for a major project milestone to be missed.

Strategies for Managing Negativity: These behaviors directly impede a group’s ability to achieve its objectives by disrupting the work process and hindering progress on the task at hand.

• Blocking: This behavior involves consistently rejecting ideas or opposing group decisions without offering constructive alternatives, thereby creating obstacles to the group’s forward momentum.
  • Example: During a team brainstorming session for a new product, one member repeatedly said, “That’s a terrible idea, it won’t work,” without ever explaining why or suggesting an alternative. This constant negativity and opposition prevented the group from exploring potentially viable solutions and led to frustration.
  • Strategy: Encourage the blocker to provide specific, constructive alternatives. Ask them to explain their opposition. Facilitate a discussion to explore the validity of their concerns.
  • Example: During a classroom debate on a controversial policy, when one student repeatedly said, “That’s just wrong, it won’t work,” the teacher prompted them with, “Can you elaborate on your concern and perhaps suggest an alternative approach that addresses it?” This encouraged constructive contribution over simple negation.
• Dominating: This behavior refers to an individual’s tendency to monopolize discussions and control the flow of conversation, preventing other members from contributing their thoughts or opinions.
  • Example: In a group project meeting, one student spoke almost continuously, dictating decisions, and shutting down others’ attempts to speak by talking over them. As a result, several quieter members became disengaged, feeling their contributions were unwelcome and unnecessary.
  • Strategy: Implement structured speaking turns or time limits. Use gatekeeping techniques to ensure everyone has a chance to contribute. Gently interrupt and redirect the conversation.
  • Example: In a family discussion about vacation plans where one parent was monopolizing the conversation, the other parent might say, “That’s a lot of great ideas, my love. Let’s make sure everyone gets a chance to share their top choice, starting with the kids.”
• Withdrawing: This occurs when a group member disengages from the task, remaining silent, refusing to participate in discussions, or physically distancing themselves from the group’s activities.
  • Example: When asked to contribute to the group’s research outline, one member sat silently, avoiding eye contact and offering no input despite repeated invitations. Their disengagement forced other group members to take on additional responsibilities to ensure the task was completed.
  • Strategy: Directly address the individual in a private, non-confrontational setting. Ask about their concerns and offer support. Assign specific, manageable tasks to re-engage them.
  • Example: A respiratory therapy student observed a peer consistently sitting silently during clinical debriefs, offering no input. Later, the student privately asked, “I’ve noticed you’re quiet during debriefs. Is everything okay, or is there anything I can do to help you feel more comfortable sharing?”
• Distracting: This involves introducing irrelevant topics, telling off-topic jokes, or engaging in other behaviors that divert the group’s attention away from its primary objectives.
  • Example: Every time the group starts discussing a complex problem, a particular member would crack a joke or bring up a completely unrelated social media trend. These constant diversions made it difficult for the group to maintain focus and significantly prolonged their work session.
  • Strategy: Redirect the conversation back to the task at hand. Set clear agendas and timeframes for discussions. Privately address the individual if the behavior persists.
  • Example: In a study group, if someone started telling a long story about their weekend during a complex problem-solving session, a classmate might interject with, “That’s hilarious, but let’s quickly get back to this calculus problem before time runs out.”
• Information Hoarding: This is the deliberate act of withholding crucial data, insights, or knowledge that is relevant to the group’s task, thus hindering collective problem-solving and decision-making.
  • Example: A team member who is responsible for collecting crucial data for a report consistently fails to share it with the rest of the group, even when asked directly. This intentional withholding forced others to make assumptions or duplicate efforts, severely delaying the report’s completion.
  • Strategy: Establish a culture of transparency and information sharing. Clearly define expectations for information dissemination. Emphasize the importance of collaboration.
  • Example: A doctor who kept critical patient updates to themselves, forcing coworkers to search for details, might be gently reminded during shift change that “all relevant patient information must be communicated verbally and documented immediately in the shared system for continuity of care.”
• Work Avoidance/Social Loafing: This describes the tendency of an individual to exert less effort when working in a group than they would individually, relying on other members to complete the shared responsibilities and carry the workload.
  • Example: During a shared presentation, one student consistently missed deadlines for their assigned slides and rarely responded to group messages, expecting others to cover their parts. The rest of the team ended up working overtime to compensate for their lack of contribution and ensure the presentation was ready.
  • Strategy: Clearly define individual responsibilities and deadlines. Implement peer evaluations and accountability systems. Provide opportunities for individual recognition.
  • Example: In a classroom group project, if one member wasn’t doing their part, the group leader might propose creating a shared document where each member checked off their completed tasks daily, making individual contributions visible and accountability clear to everyone.

Strategies for Maintenance/Social-Emotional Negativity: These behaviors undermine the group’s internal harmony and positive working relationships, often stemming from personal issues or interpersonal friction rather than directly from the task itself.

• Aggression: This group behavior involves directly attacking other group members personally, using hostile language, or displaying overtly uncooperative behavior. It creates a tense and unsafe atmosphere, making others hesitant to contribute.
  • Example: During a disagreement about project scope, Sarah yelled at a teammate, “You’re an idiot for even suggesting that! You clearly don’t understand how this works.” This personal attack immediately shut down discussion and created hostility.
  • Strategy: Immediately address aggressive behavior in a calm and assertive manner. Establish clear rules for respectful communication. If necessary, take a break or reschedule the meeting.
  • Example: If a family member started yelling during a heated discussion about holiday plans, another family member might calmly interject, “We need to lower our voices. We can’t solve this problem if we’re yelling at each other. Let’s take a moment and try again.”
• Recognition Seeking: This group behavior involves constantly trying to draw attention to oneself, boasting about individual accomplishments, or demanding praise and validation from the group. It shifts the focus from collective success to personal ego.
  • Example: Even after the team successfully launched a project, Truman repeatedly interrupted discussions to remind everyone how his “brilliant idea” was the only reason they succeeded. He continuously sought compliments, diverting attention from the group’s collaborative effort.
  • Strategy: Acknowledge contributions fairly and equitably. Redirect the focus to the group’s overall goals. Provide opportunities for all members to shine.
  • Example: When a student in a group project constantly highlighted their own achievements and demanded praise, the group leader might acknowledge their specific contribution once, then shift focus by saying, “Your research on X was excellent, and it really helped our team put together a strong argument for Y.”
• Self-Confessing: This group behavior occurs when a group member uses the group as a platform for personal therapy, sharing inappropriate or irrelevant personal problems. It forces the group to listen to private issues that are unrelated to the task at hand.
  • Example: In the middle of planning a presentation, Maria started recounting a lengthy, detailed story about a fight she had with her roommate that morning. The group members felt awkward and unsure how to respond, losing valuable time and focus on their task.
  • Strategy: Gently redirect the conversation back to the group’s task. Suggest that the individual seek support outside of the group.
  • Example: During classroom discussion about marine life, if a student began to excessively share personal, unrelated emotional struggles, the teacher might gently interject, “I appreciate your sharing, but for the purpose of this discussion, let’s keep our focus on marine life. Perhaps we can chat after class if you would like.”
• Playing The Victim: This group behavior involves constantly complaining about personal difficulties, blaming others for problems, and acting as if everything negative is happening to them. It seeks sympathy and deflects responsibility.
  • Example: Whenever a deadline approached, John would lament, “I can’t believe I have to do all this work, no one else is pulling their weight!” He consistently complained about being overwhelmed, even when tasks were equally distributed, making others resentful.
  • Strategy: Acknowledge the individual’s feelings, but avoid reinforcing victimhood. Encourage them to focus on solutions and take responsibility.
  • Example: If a friend constantly complained about being “stuck” with bad luck in their life, a supportive friend might respond, “I hear you’re going through a lot, and that sounds really tough. What’s one small step you think you could take to start turning things around?”
• Cynicism: This group behavior describes a pervasive negative outlook where an individual consistently expresses doubt, dismisses new ideas, and makes pessimistic comments about any group initiative. It can quickly dampen enthusiasm and creativity.
  • Example: As the group brainstormed fresh ideas for an event, Demetrius sighed loudly and interjected, “That’s pointless; it’s never going to work anyway. We tried something similar last year and it failed miserably.” His constant negativity discouraged further innovative suggestions.
  • Strategy: Challenge cynical statements with factual information and positive examples. Encourage the individual to offer constructive suggestions.
  • Example: When an engineer’s colleague dismissively stated, “This new protocol is just more paperwork; it won’t help anyone,” a proactive peer might reply, “I understand your skepticism, but the data from the pilot program showed a 15% reduction in errors. Do you see any specific areas where we could improve its implementation?”
• Gossip/Backbiting: This group behavior involves speaking negatively or spreading rumors about other group members behind their backs, rather than addressing issues directly. It erodes trust and fosters a divisive atmosphere.
  • Example: After a team meeting, Willa pulled a few colleagues aside to whisper criticisms about how another member handled their presentation. This backbiting created suspicion and undermined the cohesion of the group.
  • Strategy: Establish a zero-tolerance policy for gossip and backbiting. Encourage direct and respectful communication. Address the behavior immediately.
  • Example: If a student overheard classmates gossiping about a peer in their project group, they might calmly interject, “Hey, if there’s an issue with how someone is contributing, it’s probably best to talk to them directly about it, not here.”
• Conflict Causing: This group behavior is the intentional act of provoking arguments, making inflammatory comments, or trying to create division and tension among group members. The goal is often to disrupt harmony or draw attention.
  • Example: When two group members had a minor disagreement, Julian intentionally exaggerated their differences and made sarcastic remarks designed to escalate the tension. His actions turned a small misunderstanding into a heated argument, disrupting the group’s work.
  • ​​Strategy: Mediate conflicts using active listening and conflict resolution techniques. Facilitate open and honest communication. Establish clear ground rules for respectful debate.
  • Example: When a classroom group member intentionally made inflammatory comments to provoke arguments during a discussion, the instructor might step in, “Let’s pause. We are here to debate ideas, not attack each other. Please refer to our ground rules for respectful communication.”

Strategies for Managing Individual Negativity: These behaviors stem from a single member’s personal tendencies and primarily affect their own contribution and the overall group dynamic, rather than directly targeting the task or interpersonal relations within the group.

• Resistance To Change: This behavior involves an individual’s refusal to adapt to new ideas, procedures, or technologies, preferring to cling to outdated methods. It can significantly hinder a group’s ability to innovate or improve efficiency.
  • Example: When the team decided to switch to a new project management software, one member repeatedly insisted on using their old spreadsheet system. They refused to learn the new platform, causing delays and forcing others to manually transfer their updates.
  • Strategy: Mediate conflicts using active listening and conflict resolution techniques. Facilitate open and honest communication. Establish clear ground rules for respectful debate.
  • Example: When a classroom group member intentionally made inflammatory comments to provoke arguments during a discussion, the instructor might step in, “Let’s pause. We are here to debate ideas, not attack each other. Please refer to our ground rules for respectful communication.”
• Lack Of Accountability: This describes an individual’s failure to take responsibility for their actions, mistakes, or unfulfilled commitments, often deflecting blame onto others. It erodes trust and frustrates teammates who are left to cover for them.
  • Example: After missing a crucial deadline, a team member immediately blamed the IT department for slow internet and a colleague for not reminding them, refusing to acknowledge their own procrastination or poor time management.
  • Strategy: Clearly define expectations and consequences. Implement performance evaluations and feedback sessions. Foster a culture of responsibility.
  • Example: If a student repeatedly failed to submit their portion of a group assignment, the group leader might meet with them, explicitly outlining the impact on their grade and the group, and set up clear check-ins for future tasks to reinforce individual responsibility.
• Negative Attitude: This individual’s behavior is characterized by consistently expressing pessimism, complaining frequently, and generally spreading a dispiriting outlook throughout the group. Such negativity can drain morale and stifle motivation.
  • Example: Whenever a new idea was proposed, one member would sigh loudly and remark, “That’s just going to create more work for us, and it probably won’t even matter.” Their constant complaining made it difficult for others to maintain a positive and productive mindset.
  • Strategy: Focus on positive achievements and progress. Encourage the individual to identify solutions rather than dwelling on problems. Provide positive reinforcement.
  • Example: When a family member constantly complains about every aspect of a planned family gathering, another family member might try to pivot the conversation by saying, “I hear your concerns, but let’s also remember the delicious food and fun games we’re planning. What’s one thing you’re looking forward to, or one idea you have to make it even better?”
• Passive-Aggression: This individual’s behavior involves expressing negative feelings indirectly through subtle hostility, procrastination, sarcasm, or unstated resentment rather than direct confrontation. It creates an underlying tension and makes conflict resolution difficult.
  • Example: When asked to take on an extra task, a team member agreed with a tight, fake smile but then “forgot” to complete it until the last minute, causing a significant rush. Later, they made sarcastic comments about how “busy” they were, subtly conveying their annoyance without directly expressing it.
  • Strategy: Address the behavior directly and calmly. Encourage open and honest communication. Focus on the underlying issues.
  • Example: If a roommate consistently “forgot” to take out the trash after subtly agreeing to it, the other roommate might calmly state, “I’ve noticed the trash hasn’t been taken out. If you’re feeling overwhelmed or there’s an issue with the chore schedule, please tell me directly so we can adjust it.”

Wrap Up Questions

1. The section introduces general strategies for managing negative group behavior, such as “Establish Clear Group Norms” and “Address Problems Early.” Choose one of the “Task-Related Negativity” behaviors (e.g., Blocking, Dominating, Work Avoidance/Social Loafing). Describe how implementing these two general strategies proactively could significantly reduce the likelihood or impact of that specific negative behavior in a new group.
2. The text details various Maintenance/Social-Emotional Negativity behaviors, including Aggression, Gossip/Backbiting, and Conflict Causing. Imagine you are a group leader. If you observe a member exhibiting passive-aggression, what specific verbal and nonverbal cues would you look for to confirm this behavior, and how would you approach addressing it given the indirect nature of passive-aggression?
3. Individual Negativity behaviors like “Resistance to Change” and “Negative Attitude” can significantly impact group morale. From the perspective of a group member (not necessarily a leader), how might you use active listening and the concept of empathetic listening (from Chapter 3) to better understand the root cause of a cynical or resistant group member’s behavior, and potentially encourage them toward a more constructive outlook?

4.4 Evaluate The Process Of Group Interactions

To keep a group effective and support ongoing improvement, it’s important to assess how members work together (Nikoleizig et al., 2021; Stoeckel, 2024). This requires both personal reflection and group discussion. From introspective self-reflection and candid peer feedback to structured process observation and insightful group debriefs, these techniques provide valuable insights into the group’s dynamics and performance. The following list overviews each of these evaluation methods, highlighting their importance in cultivating a collaborative and productive group environment.

Techniques For Evaluation

Self-Reflection: Self-reflection is the process of thoughtfully examining one’s own thoughts, feelings, behaviors, and experiences to gain a deeper understanding of oneself. Consider your contributions, how you talk, and how you affect everyone else. It involves stepping back from immediate actions or reactions to analyze “why” you did what you did, “how” you felt, and “what” impact your actions had. This introspective practice allows for personal growth, learning from past experiences, and conscious adjustment of future behaviors. It means you deliberately look at your own behavior in the group.

• Questions to consider include:
  • “Did I actively listen to others?”
  • “Did I contribute meaningfully to the task?”
  • “Did I handle conflicts constructively?”
  • “Did I uphold group norms and values?”
  • “How could I improve my participation in future meetings?”
• This process can be enhanced through journaling, using self-assessment checklists, or simply taking time after meetings for quiet contemplation.
• It is a very important tool because it allows each group member to take ownership of their own actions.

Peer Feedback:  Exchanging constructive feedback with other group members is a vital process, involving both giving and receiving insights to foster individual and collective improvement. This practice often manifests in two distinct but complementary ways: peer feedback and group debriefings. Peer feedback typically involves individuals providing specific observations and suggestions to one another regarding their contributions, communication style, or performance on tasks. It is often a direct, one-on-one exchange aimed at helping an individual grow. In contrast, a group debriefing is a more comprehensive, collective reflection that occurs after a task or project is completed. The primary purpose is for the entire group to analyze the overall process, identify what worked well, what didn’t well, and why, and to discuss how the group can improve its dynamics and outcomes for future collaborations. While peer feedback focuses on individual actions, a group debriefing examines the synergy and effectiveness of the entire unit.

• Giving Feedback: Focus on specific behaviors and their impact, rather than making personal attacks. Use “I” statements (e.g., “I felt that…”). Offer suggestions for improvement.
• Receiving Feedback: Listen actively, avoid defensiveness, and ask clarifying questions. View feedback as an opportunity for growth.
• Peer feedback can happen informally outside of meetings or formally through structured feedback sessions. It promotes transparency, builds trust, and helps individuals understand how their actions are perceived by others.
• It allows for multiple perspectives to be shared.

Process Observation: This involves systematically observing and analyzing how the group functions as a whole. It’s about paying attention to communication patterns, decision-making processes, conflict resolution strategies, and overall group dynamics.

• Observers can use checklists, rating scales, or detailed note-taking to record their observations.
• Areas to observe include:
  • Participation levels (who speaks, how often).
  • Communication styles (verbal and nonverbal).
  • Decision-making methods (consensus, voting, etc.).
  • Conflict management (how disagreements are handled).
  • Role distribution (who takes on which roles).

• This technique provides valuable insights into the group’s strengths and weaknesses, enabling targeted interventions for improvement.

Group Debriefs: These are structured discussions held after meetings or activities to reflect on the group’s performance. The purpose is to identify what worked well, what could be improved, and how to apply lessons learned to future interactions. For example, after a theatrical performance, the director and cast might hold a debriefing session. They’d discuss specific scenes where blocking was effective, areas where line delivery could be clearer, or how the pacing of the entire show felt to the audience, all with the goal of improving future performances.

• Debriefs should be facilitated to ensure everyone has an opportunity to contribute.
• Key questions to address include:
  • “What were our successes?”
  • “What challenges did we encounter?”
  • “How effectively did we communicate?”
  • “How can we improve our processes?”
  • “What action items should we take?”

• Group debriefs foster a culture of continuous improvement and promote collective learning. They are a very important part of the evaluation process.
• These discussions promote group learning and adaptation.

Wrap Up Questions

1. Self-reflection is highlighted as a crucial tool for individual growth within a group. Consider a time you felt a group interaction could have gone better. Using the self-reflection questions provided in the text (e.g., “Did I actively listen?”, “Did I handle conflicts constructively?”), analyze your own contribution to that interaction. What specific personal insight did you gain, and how might it inform your behavior in a future group setting?
2. The section differentiates between peer feedback and group debriefs. Imagine a team that just completed a major project. Describe a scenario where providing individual peer feedback before a full group debrief would be more beneficial than only having a collective debrief. What specific types of issues might be better addressed through one-on-one feedback, and how does this contribute to the overall evaluation process?
3. Process observation involves systematically analyzing group dynamics. If you were assigned to be the process observer for a new team, what three specific nonverbal cues (from Chapter 2) would you pay closest attention to during a meeting to gauge team cohesion, individual engagement, or potential underlying conflicts? Explain why each cue would be particularly informative in this context.

4.5 Analyze The Decision-Making Strategies Used By The Group

Effective decision-making is a cornerstone of successful group collaboration, yet the path to a decision can vary significantly (Azer, 2004; Gobaert & Cao, 2020). Various group dynamics, mood, and the type of communication used can affect group decision making (Armson et al., 2023; Hinsz & Robinson, 2025). From the inclusive process of consensus to the efficient method of majority vote and the decisive approach of authority rule, each strategy carries its own set of advantages and disadvantages. The following section offers an overview of these decision-making techniques, explaining their processes, benefits, and potential drawbacks to provide a comprehensive understanding of how groups navigate the crucial task of reaching conclusions.

Decision-Making Strategies

• Consensus: Consensus decision-making involves a thorough discussion and deliberation process where all group members work towards finding a solution that everyone can agree on. This doesn’t necessarily mean everyone’s ideal choice is implemented, but everyone feels their concerns have been heard and that they can support the final decision.
  • Process: Typically involves open dialogue, active listening, and a willingness to compromise. Open dialogue refers to a form of communication characterized by honesty, transparency, and mutual respect, where all participants feel safe and encouraged to freely express their thoughts, feelings, and perspectives without fear of judgment or reprisal. It involves not only speaking candidly but also actively listening to understand different viewpoints, even when disagreement exists. The goal is to foster deeper understanding, build trust, and collaboratively explore issues rather than to simply debate or persuade. Facilitators may be used to guide the discussion and ensure all voices are heard.
  • Advantages:
    • High Buy-In: Because everyone has a say, members are more likely to be committed to the decision.
    • Enhanced Collaboration: Promotes teamwork and strengthens relationships.
    • Comprehensive Solutions: Allows for diverse perspectives to be considered, leading to more well-rounded outcomes.
  • Disadvantages:
    • Time-Consuming: Reaching consensus can require extensive discussion and negotiation.
    • Potential For “Groupthink”: The desire for agreement can sometimes lead to overlooking dissenting opinions.
    • Compromise Fatigue: When individuals are constantly forced to compromise, they may eventually agree to solutions they don’t truly believe are the best. This can result in decisions that lack thorough consideration and may not address the core problem effectively.
• Majority Vote: Majority vote is a straightforward method where the group votes on a proposed solution, and it implements the solution if more than half of the members vote in favor of it. This is practiced on school boards or in Congress.
  • Process: Can be conducted through secret ballot, show of hands, or electronic voting.
  • Advantages:
    • Efficiency: Quick and easy to implement, especially in large groups.
    • Clear Outcome: Provides a definite decision with minimal ambiguity.
  • Disadvantages:
    • Minority Dissatisfaction: Can lead to feelings of resentment and exclusion among those whose opinions were not represented.
    • Potential For Division: Can create a “winners” and “losers” dynamic, potentially fracturing group cohesion.
    • Lack Of Consideration: Quick decisions may not allow for all angles of a problem to be reviewed.
• Authority Rule: Authority rule involves a leader or designated individual making the final decision, often after consulting with the group or gathering input. This is practiced by CEOs and managers.
  • Process: The leader may solicit feedback, conduct research, or consider various options before making a decision.
  • Advantages:
    • Speed And Efficiency: Allows for rapid decision-making, particularly in time-sensitive situations.
    • Clear Accountability: Establishes a single point of responsibility.
    • Consistency: Can lead to a more consistent output if the leader is consistent with their application of group norms and communication of expectations.
  • Disadvantages:
    • Reduced Group Ownership: May lead to decreased motivation and engagement among group members.
    • Limited Creativity: May stifle innovation and diverse perspectives.
    • Dependence: Groups can become overly reliant on one person.

Wrap Up Questions

1. The text describes consensus as leading to high buy-in but being time-consuming, while majority vote is efficient but can lead to minority dissatisfaction. Imagine a group decision you recently experienced (e.g., a family decision, a school project, a club activity). Which decision-making strategy was used, and what were the immediate and long-term consequences of that choice on group cohesion and the quality of the outcome?
2. Authority rule offers speed and clear accountability but risks reduced group ownership and limited creativity. In what specific types of time-sensitive or crisis situations (professional or personal) would authority rule be the most appropriate and effective decision-making strategy, even given its potential drawbacks? What verbal and nonverbal cues would be crucial for the leader to use to mitigate negative impacts on group morale?
3. The concept of “Groupthink” is mentioned as a potential disadvantage of consensus. Describe a hypothetical or real-world scenario where the desire for harmony in a group led to “Groupthink” during a decision-making process. What might have been overlooked as a result, and how could a group deliberately incorporate strategies to prevent Groupthink while still aiming for high buy-in?

Key Takeaways

• Groups rely on task, maintenance, and leadership roles to function effectively.
• Active participation, constructive feedback, and respectful communication are essential for successful group interactions.
• Identifying and addressing negative behaviors helps maintain a positive group environment.
• Evaluating group processes and decision-making strategies improves collaboration and outcomes.
• Understanding and balancing roles ensures that all aspects of group work are addressed.

Chapter Summary

Teamwork and collaboration are essential for achieving shared goals, but they require careful attention to group dynamics, roles, and processes. This chapter explored how to identify and fulfill group roles, participate effectively in group interactions, address negative behaviors, evaluate group processes, and analyze decision-making strategies. By understanding these concepts, you can contribute meaningfully to any group, foster a collaborative environment, and achieve better outcomes in both personal and professional settings.

Learning Activities

References

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Images:

Aitubo. (2025). Flux (v1.0). [Artificial intelligence system]. https://aitubo.ai/

“Group_task_roles” by Nic Ashman, Chippewa Valley Technical College is licensed under CC BY-NC 4.0

Aitubo. (2025). Flux (v1.0). [Artificial intelligence system]. https://aitubo.ai/

Aitubo. (2025). Flux (v1.0). [Artificial intelligence system]. https://aitubo.ai/