QUESTIONS

1- Identify and discuss the strengths ofthis Group Conflict Communication Management (GCCM) plan.

2-Identify and discuss the weaknesses of this Group Conflict Communication Management (GCCM) plan.

Introduction

According to the PMBOK guide (6th ed., page 360), communication is the exchange of information, intended or involuntary. This information, when exchanged, could be in several forms, including ideas, instructions, and emotions. In a project team setting, project managers spend a lot of time communicating with team members and other project stakeholders, both internal and external, to the organization. Communication is effective when it builds a bridge between diverse stakeholders with different cultural and organizational backgrounds and levels of expertise, perspectives, and interests (PMBOK 6th ed, Pg 361).

Conflict, conversely, can be defined as "an expressed struggle between interdependent parties over goals which they perceive as incompatible or resources which they perceive to be insufficient" (Hocker & Wilmot, 2001). Another author, Rothwell (2004), defines conflict as "the expressed struggle of interconnected parties who perceive incompatible goals and interference from each other in attaining those goals" (p. 286). The PMBOK Guide includes conflict management as one of the tools & techniques under "Develop Team" (Section 9.4) and "Manage Team Team" (Section 9.5). One of the responsibilities of the project manager is to develop the project team and create an environment that ensures project successdeveloping a high-performing project team by "using open and effective communications" and "managing conflicts in a constructive manner" (PMI, 2017, p. 336).

Additionally, other interpersonal skills used in developing/managing project teams include:

• Negotiation
• Leadership
• Providing challenging assignments, and
• Recognition for high performance

Purpose of the GCCM Plan

The Group conflict and conflict management plan is a document that outlines practical steps to guide conflict management. It is a working document that is subject to modification. The goal is to ensure that while conflict within a project management team is inevitable due to the scarce resources, scheduling priorities, and personal work styles, successful conflict management results in greater productivity and positive working relationships (PMBOK, 6th ed., pg 348)

Group communication and conflict

Project management success depends on precise and clear communication. It is crucial for creating and maintaining positive working relationships within a team, solving issues, and achieving project goals.

Group Communication Management

Group communication

The foundation of effective communication when working in groups is trust and teamwork. The benefit of working in groups is it brings together people with various experiences, specialized skills, and education. Effective communication is essential when working in groups because it enables projects to progress smoothly and on time. It ensures that group members are aligned on project goals and understand precisely what is expected. Communication builds trust; therefore, members work together more cohesively. Members should be comfortable sharing ideas and opinions (Schmitz, 2012).

Group Communication Methods

For groups to have smooth communication throughout the project lifecycle, it is critical to identify their primary method of communication early on in the project. Implementing the most appropriate communication method will enable groups to identify and discuss potential problems as they occur. It is recommended to use more than one type of communication, but groups should be aware of which is the primary method of communication. Some examples of group communication methods include Instant Messages (IM), collaboration tools, video conferencing, phone conferences, and online chats. Online chat and video conference applications are the most commonly used method of communication within groups. Examples of online chat and video conference applications are Microsoft Teams, Zoom, Slack, and Google Hangouts. Such applications allow members in different geographical locations to communicate in real-time effortlessly.

I. Instant Messaging (IM) - Instant Messaging (IM) is a type of online communication that enables real-time message sending and receiving. By making it simple and quick for group members to communicate and collaborate, IM technology can help in group communication. In addition, since IM enables direct and instantaneous communication between group members, disagreements are resolved quickly. (Kearsley, 2020).

II. Video Conference: Many people can communicate via video and audio over the Internet using the digital communication method known as video conferencing. This technology enables group members to see and hear each other in real-time, which helps communication. By allowing face-to-face discussion and dispute resolution, video conferencing can also manage interpersonal issues inside a group (The Future of Video Conferencing, 2020).

III. Collaboration Tools - Online collaboration tools are software programs that allow numerous individuals to work on the same project or document simultaneously. These tools can improve group communication by enabling participants to participate, work together, and exchange ideas. Online collaboration tools can also manage group conflicts by allowing the members to discuss and settle disputes quickly. (Javorsky, 2020).

V. Virtual meetings held online refer to discussions on the Internet. This kind of technology can enhance group communication by enabling members to attend and participate in meetings from anywhere. By allowing the members to discuss and settle disputes online, online sessions can also be used to manage group conflicts. (What Are Online Meetings, 2020).

VI. Users can make phone calls over the Internet thanks to VoIP or Voice over Internet Protocol. VoIP enables audio or video communications between group members over the Internet, which helps in group communication. VoIP can handle group disagreements by enabling in-context discussion and decision-making. (APA citation: Exactly what is VoIP? (2020). retrieved from "What is VoIP" athttps://www.business.com").

Effective Listening

Effective listening is an essential skill that group members should adopt. Group members should have the skills to speak on ideas and opinions, listen to others in the group, and provide appropriate feedback. The five stages that groups should follow when implementing effective listening are receiving, understanding, evaluating, remembering, and responding.

Group Leadership and Group Motivation

Leadership is the process in which an individual mobilizes people's resources to achieve a goal. One of the numerous ways to mobilize the help of team members is acknowledgment. As a PM, admission can significantly impact the person, the team, and the workplace. Exposure is essential to effective leadership and can help create a positive work environment that fosters collaboration, innovation, and growth.

Potential impacts of acknowledging team members:

1. Boosts morale: When team members are acknowledged for their contributions, it boosts their confidence and motivates them to continue performing well. It helps them feel valued and recognized, enhancing their job satisfaction.
2. Builds trust: Acknowledgment also helps to build trust and strengthen relationships. When team members are acknowledged for their efforts, you pay attention and recognize their hard work, which helps build trust and mutual respect.
3. Improves teamwork: When your team members feel recognized and appreciated, they are more likely to collaborate and work effectively with others. Acknowledging people's contributions helps create a culture of collaboration and teamwork, which can lead to better outcomes and results.
4. Increases productivity: A positive work environment created by acknowledging people on your team can lead to increased productivity. When people feel motivated, they are more likely to work harder and more efficiently, which can lead to higher productivity levels.
5. Reduces turnover: When people feel appreciated and recognized, they are likelier to stay with the company. Acknowledging people's efforts can help reduce turnover rates by creating a positive work environment that encourages people to stay.

Acknowledging people on your team is a simple yet powerful way to create a positive work environment that fosters collaboration, trust, and growth. As a PM, it is essential to regularly recognize and appreciate your team members' efforts to help build a solid and effective team.

Group Conflict Management

Group conflicts are mostly perceived as situations that have negative implications on group dynamics and impact the achievement of the project. However, some aspects of conflicts can be used positively to benefit the group by encouraging better decision-making, promoting group discussion, and increasing understanding. Groups may encounter decision-making challenges due to conflicting viewpoints, stress, uncertainty, personality conflicts, misunderstandings, lack of shared goals, and differences in backgrounds/cultures. Typical actions for the resolution of interpersonal conflict can include: (Conflict Management, 2009)

• careful choice of venue - a neutral, comfortable, and accessible space.
• Precise time management, guidance on acceptable conduct, and objectives for each session.
• Identification of facts and distinguishing assumptions.
• Recognizing the different levels of power and influence among the participants.
• Assessing the potential impact of personal values and opinions.
• Reflecting perspectives, expectations, antagonisms, and emphasizing areas of agreement.
• Defined escalation routes if the resolution is not possible.

It is also important to note that during the conflict phase, group members are not just testing their ideas and opinions against each other; they are doing even more. It is during the conflict phase that opinion leaders emerge. The conflict phase helps group members learn their roles, how decisions will be made, and what the group will value. These are essential issues that the group must continuously negotiate (AAKHUS, 2002).

Group conflict also implies increased activity and commitment on the part of the members (Ellis et al. 1994). Managing a group conflict effectively aids in a better understanding of the issues at hand. It also facilitates the provision of alternate perspectives that could have been missed if the conflict had not occurred. Additionally, when people view conflict as healthy, necessary, and productive, they can enter a conflict episode with an open mind and an aim to learn something. This is especially true when those who initiate substantive conflict can share and defend their views competently and civilly. Group cohesion can also increase as a result of the well-managed conflict. Occasional experiences of tension and unrest followed by resolutions make groups feel like they have accomplished something, leading them not to dread conflict and giving them the confidence to deal with it the next time (Managing Conflict, n.d.). Group conflict can have both negative and positive effects; some of the potential benefits of competition within a group include the following:

• Increased creativity and innovation
• Improved decision-making
• Increased cohesion
• Greater understanding and empathy
• Personal growth and development

The other type of conflict to take note of is Destructive conflict. This type of conflict harms the relationships between group members and challenges the group's effectiveness toward reaching the group goal(s) (UMGC, n.d). Destructive conflict within a group can have several negative consequences, including:

• Damage to relationships
• Reduced productivity.
• Lowered morale
• Decreased creativity and innovation.
• Increased turnover
• Negative reputation

Conclusion

In conclusion, various abilities are required for efficient communication and conflict resolution during a project. Having an open mind, being an active listener, having empathy, being flexible, having respect, and courteously resolving arguments are all crucial for handling group communication and conflicts. Using these abilities, the team members may create a climate defined by mutual respect and understanding and work well together to determine the best course of action.

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