chapter 4. writing collaboratively © 2012 by bedford/st. martin's1 you can collaborate with...
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Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 1
You can collaborate with othersin three basic ways:
• collaborating face to face• collaborating electronically• collaborating with a combination of face-to-face
meetings and electronic tools
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Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 2
Collaboration has six advantages:
• It draws on a greater knowledge base.
• It draws on a greater skills base.
• It provides a better idea of how the audience will read the document.
• It improves communication among employees.
• It helps acclimate new employees to an organization.
• It motivates employees to help an organization grow.
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Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 3
Collaboration has six disadvantages:
• It takes more time than individual writing.
• It can lead to groupthink.
• It can yield a disjointed document.
• It can lead to inequitable workloads.
• It can reduce a person’s motivation to work hard on the document.
• It can lead to interpersonal conflict.
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Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 4
Follow these seven suggestionsfor managing your projects:
• Break down a large project into several smaller tasks.
• Plan your project. • Create and maintain an accurate schedule. • Put your decisions in writing.• Monitor the project. • Distribute and act on information quickly.• Be flexible regarding schedule and
responsibilities.
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Conducting meetings involves five skills:
• listening effectively
• setting your team’s agenda
• conducting efficient meetings
• communicating diplomatically
• critiquing a team member's work
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Follow these five steps toimprove your effectiveness as a listener:
• Pay attention to the speaker.• Listen for main ideas.• Don’t get emotionally involved with the speaker's
ideas.• Ask questions to clarify what the speaker said.• Provide appropriate feedback.
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There are eight steps in setting your team's agenda:
• Define the team’s task.
• Choose a team leader.
• Define tasks for each team member.
• Establish working procedures.
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There are eight steps in setting your agenda (cont.):
• Establish a procedure for resolving conflict productively.
• Create a style sheet.
• Establish a work schedule.
• Create evaluation materials.
Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's
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Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 9
Communicating diplomaticallyrequires seven skills:
• Listen carefully, without interrupting.
• Give everyone a chance to speak.
• Avoid personal remarks and insults.
• Don’t overstate your position.
• Don’t get emotionally attached to your own ideas.
• Ask pertinent questions.
• Pay attention to nonverbal communication.
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Critiquing a group member’swork involves three steps:
• Start with a positive comment.
• Discuss the larger issues first.
• Talk about the document, not the writer.
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Critique a draft clearly and diplomatically.
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Three powerful word-processor featurescan be useful in collaborative work:
• the comment feature
• the revision feature
• the highlighting feature
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Electronic media are usefulcollaborative tools for three reasons:
• Face-to-face meetings are not always possible or convenient.
• Organizations can benefit when more people can participate and share their ideas.
• Electronic communication is convenient and often instantaneous.
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Besides a word processor, there are fourmain types of collaboration technologies:
• Messaging technologies
• Videoconferencing
• Wikis and shared document workspaces
• Virtual worlds
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Follow these six suggestions forconducting effective videoconferences:
•Practice using videoconferencing technology.•Arrange for technical support at each site.•Organize the room to encourage participation. •Make eye contact with the camera.•Dress as you would for a face-to-face meeting. •Minimize distracting noises and movements.
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If you use social media,maintain a professional online presence:
• Don’t use it for nonbusiness purposes.• Don’t divulge secure information. • Don’t divulge private information about anyone. • Don’t make racist or sexist comments or post pictures
of people drinking.
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When collaborating across cultures, consider that people from other cultures:
• might find it difficult to assert themselves in collaborative teams
• might be unwilling to respond with a definite “no”
• might be reluctant to admit when they are confused or to ask for clarification
• might avoid criticizing others
• might avoid initiating new tasks or performing creatively