chapter 3 of kolin's successful writing at work
TRANSCRIPT
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CHAPTER 3Collaborative Writing and
Meetings in the WorkplacePhilip C. Kolin
University of Southern Mississippi
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Collaboration Is Crucial to the Writing Process
Being a team player means you…
Interact successfully on an interpersonal level
Network to access and archive information
Participate and provide feedback
Give and take constructive criticism
Raise important and relevant questions
Get assistance from resource experts in other departments and fields
Put the good of your company above your ego
Work toward consensus Contribute to customer
service and satisfaction
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Figure 3.1 A Collaborating Team at Work
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Advantages of Collaborative Writing
It builds on collective talents. It allows for productive feedback and critique. It increases productivity and saves time and
money. It ensures overall writing effectiveness. It accelerates decision-making time.
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Advantages of Collaborative Writing (slide 1 of 2)
It reduces corporate risk. It boosts employee morale and confidence
while decreasing stress. It contributes to customer service and
satisfaction. It affords a greater opportunity to understand
global perspectives.
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Collaborative Writing and the Writing Process (slide 2 of 2)
How groups move through the writing process: Groups must plan before they write. Groups must do research. Groups must prepare drafts. Groups must revise and edit.
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Figure 3.2 Collaborative Editing: Advice from a Pro
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Guidelines for Setting Up a Successful Writing Group (slide 1 of 2)
Understand and agree on the purpose, audience, scope, organization, and deadlines.
Establish group rules early on and stick to them.
Put the good of the group ahead of individual egos.
Agree on the group’s organization. Identify each member’s responsibilities
precisely.
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Guidelines for Setting Up a Successful Writing Group (slide 2 of 2)
Provide clear and positive feedback at each meeting and for each part of the report the group prepares.
Follow an agreed-on timetable, but leave room for flexibility.
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Ten Proven Ways to Be a Team Player
1. Think collectively.2. Participate.3. Be clear and precise.4. Set aside your ego.5. Be enthusiastic.6. Listen.7. Be open-minded.8. Follow company and group protocols.9. Compromise.10.Go with group consensus.
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Conflict in Collaborative Groups (slide 1 of 4)
Common Problems• Resisting
constructive criticism
• Giving only negative criticism
• Dominating a meeting
Practical Solutions• Move the discussion
to another section or issue.
• Remind the individual about the importance of being constructive.
• Remind group that participation is valued; ensure that members are able to contribute ideas.
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Conflict in Collaborative Groups (slide 2 of 4)
• Refusing to participate
• Interrupting with incessant questions
• Inflating small details out of proportion.
• Encourage unsure members to participate at key junctures.
• Ask the member to consider an answer to his or her own question.
• Remind the group of larger issues at hand and the need to stay on track.
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Conflict in Collaborative Groups (slide 3 of 4)
• Being overly deferential to avoid conflict
• Not respecting cultural differences
• Encourage group members to express feelings and opinions freely.
• Ensure that diversity is honored and alert violators when needed.
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Conflict in Collaborative Groups (slide 4 of 4)
• Violating confidentiality
• Not meeting deadlines for completion
• At an early meeting and throughout the writing process, emphasize key points about confidentiality.
• Use email networking for reminders and ongoing communication with group members.
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Models for Collaboration (slide 1 of 2)
The four most common models for collaboration used in the world of work are as follows: Cooperative model. An individual writer completes a
first draft and solicits peer or supervisor feedback to produce a final version.
Sequential model. Several individuals write the document, each assigned a specific portion. When each portion is complete, the coordinator assembles the individual parts.
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Models for Collaboration (slide 2 of 2)
Functional model. Several individuals write the document, each assigned a specific skill area. Skill areas may include leader, researcher, designated writer/editor, and graphics expert.
Integrated model. All members of the team share in planning, researching, writing, and revising.
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Figure 3.3 Draft of Randy Taylor’s Letter, Edited by His Supervisor
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Figure 3.4 The Edited, Final Copy of Figure 3.3
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Figure 3.5 How a Proposal Is Collaboratively Written
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Figure 3.6 Draft of Collaborative Memo, Manager Revisions in Blue
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Figure 3.7 Revision of Memo, Changes by VP Schuster
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Figure 3.8 Final Memo UsingIntegrated Model of Collaboration
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Computer-Supported Collaboration
To be successful writers, employees today must be proficient in using multiple types of collaborative software applications, also known as groupware.
Advantages of computer supported collaboration are: Increased opportunities to “meet.” Improved feedback and accountability. Enhanced possibility of complete and clear
information. Reduced stress in updating new group members. Expanded options for communicating worldwide.
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Figure 3.9 Collaborative Editing Using Document Tracking System
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Figure 3.10 Using Google Docs to Collaborate on a Document
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Planning a Meeting
If you have the responsibility of planning a meeting, you need to consider the following questions in advance of the meeting: What is the purpose of the meeting? Who should attend the meeting? What specific responsibilities do individuals have? When should the meeting take place? Where should the meeting take place?
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Meetings
Creating an Agenda Your agenda is a list of the topics to be covered at
the meeting It is a one- or sometimes two-page outline of the
main points to be covered at the meeting Should list only those items that your group regards
as most crucial. Prioritize your action items so the most important
ones come first.
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Figure 3.11 Multiple people Engaged in a Skype Conversation
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Figure 3.12 Minutes from a Business Meeting