Communication plays crucial role in group dynamic

Two people talk too much, one never shows up and the meeting goes over time.

Working in groups can be as challenging as it is rewarding. According to Gloria Galanes, PhD, a professor for the department of communication at Southwest Missouri State University, "Most people have not been trained in being a group member. They think they know how to operate, and as a result, groups often have challenges they are unprepared for."

Galanes, the co-author of two books, "Communicating in Groups" and "Effec-tive Group Communication," became interested in studying group dynamics as a result of working with committees and boards that were dysfunctional.

"Some of the challenges include struggles for leadership, being off task, and not carefully evaluating the purpose of the group," she said, adding that there are many rules for maintaining effective groups.

Galanes said it's everyone's responsibility to make sure it's going well.

"My concept as to what a leader should do has changed as a result of my study of small groups. I used to think the leader needed to maintain strict control and be in charge. Now I think the group owns the group. Most people think the leader's opinions are the most important. (They're) not. It's the leader's attention to the process," she says.

Galanes explained, "The leader is the one who gives structure and clarification. The leader makes sure everyone is prepared for the meeting and realizes that the people who are on the agenda need to be primed."

Regina Waters, PhD, an assistant professor of communication at Drury University, is a firm believer in agendas and record- keeping. "A big problem is people don't keep good records of what they discuss, then they fail to document who is to do what."

Bill Stalnaker, the executive director of the Boys and Girls Club, said, "Sometimes people go in different directions without maintaining focus, but with the use of technology, people are easily informed. With e-mail you can update everyone and prepare them for the meeting."

According to Waters, "Leaders need to recognize there are different kinds of communication in groups that is needed at different times, including task-related roles and interpersonal roles, also known as maintenance roles. If the group is too focused on task, the interpersonal needs aren't met, and then the members won't share their opinions. On the other hand, if they are too focused on maintenance, the actual work isn't getting done. Sometimes groups struggle to find the right balance."

Waters said it is vital to encourage open communication from everyone and gate-keeping is a first step. "A good leader recognizes who has been participating and who hasn't. In the case of a stage hog, the leader must pull them aside and ask them to encourage others. Another technique is a round robin'" where each person speaks without interrupting others.

According to Galanes, "You want disagreement, yet people are not comfortable with it. If everyone always agrees it's a waste of time." Stalnaker, says, "the best thing is to be open-minded because even if you disagree most of the time, that person may have a heck of an idea. The group has to rule."

Jim Hair, the former area director for the Division of Family Services in Missouri, worked in state government for 34 years and said listening is an essential skill. "To get the group to listen to each other is important. As a facilitator you have to gently enforce ground rules, then you have to bring in the people who won't talk. Once you get over those barriers, people start getting excited about seeing others affirm the things they said."

Hair said that sometimes there are group members who are opinionated but you have to get them to agree to listen.

"That doesn't mean they have to agree," he said. "Sometimes people really aren't in disagreement. A good facilitator uses listening skills to hear the underlying messages. As a facilitator, you are listening to catch both the content and the process. Then you can restructure so they are not at odds at all. It's important not to get caught in turf but to help others lay the reasons out," he said.

Stalnaker added, "A good communicator is someone who makes everyone feel im-portant, no matter what his or her contribution."

(Marlene Chism is president of ICARE Presentations in Springfield.)