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Consideration: reflects the extent to which the leader is likely to have job
relationships characterized by mutual trust, respect for subordinates’ views and
consideration for their feelings
Initiating structure: is the extent to which leaders are likely to define and
structure their roles and those of their staff towards goal attainment.
Tying the needs of the employee to the goals of the organization engenders
commitment, reducing the need for staff control.
Subject Commitment Strategy Control Strategy
Job design Emphasis on whole task, De-skilled, fragmented
use of teams and flexible and fixed
Experiments have shown that in face-to-face encounters the words are relatively
unimportant. They create less than 10% of impact, compared with about 40%
from the tone of voice and about 50% from the body language.
Passive behaviour is a self-effacing belief that your rights are less important than
those of others, and is a characteristic of a lack of self-respect.
Examples
Assertive – ‘Deb, I’d like you to redo this report as there are a few mistakes in it’
Aggressive – ‘Deb, I can’t believe you had the nerve to hand this in, it’s crap’
Passive – ‘Deb, could you just change one or two mistakes in this report when
you’ve got five mins, it’s probably my fault for not explaining properly’
Such information can help clarify operational goals, provide a sense of direction
and give subordinates data related to their performance. It also helps link levels
of the hierarchy by providing a basis for co-ordinated activity.
Lateral communication
• task co-ordination – department heads may meet periodically to discuss
how each department is contributing to organizational objectives
• Problem-solving
• Information sharing
• Conflict resolution
Informal Communication channels
The grapevine is an efficient, if selective, channel for spreading news quickly and
accurately.
Rumor is a message transmitted over the grapevine and is not based on official
information. They can be influential and damaging. An atmosphere of poor
employee communications provides a fertile breeding ground for rumor. Bad
news can lower morale and disrupt work
Gossip is idle talk which can be hurtful and malicious. It can also be a
socializing force.
Communication Models
Rules of communication
The steps that could ensure effective communication include adopting feedback,
using more than one communication network, reducing the number of ‘links in
the chain’ and ensuring clarity.
Barriers to communication
Improving communication
• Encourage more downward communication
• Encourage more open lateral communication
• Improve communication skills of managers and employees
• Create and reinforce a culture of communication
• Address specific communication blockages/barriers
Communication patterns
Electronic communications now have high speed transmission at low cost. Many
employees are now enabled to work at home for part of the time.
Paterns of communication
Shaw noted that in the centralized networks (chain, wheel and ‘Y’) group
members had to go through a person located in the central position in the
network in order to communicate with others. This led to unequal access to
information in the group. In decentralised networks (circle and all-channels)
information could flow freely between members without having to go through a
central person.
Chain ‘Y’
Shaw concluded that the wheel is the quickest system and the circle the slowest,
but the all-channel is the best in complex situations. Satisfaction is lowest in the
circle. Under time pressure, the all-channels system restructures to form a wheel.
Consultation is where one party seeks the views of another party before either
party takes a decision. It is not the same as negotiation. Negotiation implies
acceptance by both parties that agreement between them is required before a
decision is made. Consultation implies a willingness to listen to the views of
another while reserving the right to take the final decision, with or without
agreement from both sides.
Consultation can help to improve the quality of decisions, lead to better co-
operation, serve as a preliminary to negotiation, increase organizational
efficiency, and help industrial relations.
Telling is where the person giving help by telling the client what to do is problem-
centred and excludes the client from the problem-solving process.
Advising is where the person giving help excludes the client in problem-solving.
Advisor identifies options and gets client to select one that the advisor favours.
Manipulating is when the client is excluded from the problem solving process
and the person doing the manipulating is satisfying his or her own words.
Kaplan and Cowen found that American foremen spent about 7% of their time
dealing with subordinates’ problems. The most difficult issues concerned money,
marriage, and other employees. Their prime technique was the ‘sympathetic
ear’.
Values
Even when no problem has been identified, some organizations still provide a
counseling service, e.g. career counseling. It aims to improve performance,
efficiency and effectiveness by a joint problem-solving process, which can be
similar to the appraisal interview.
A counselor
• does not advise or make specific suggestions, but uses a non-directive
approach
• encourages reflection and talking around issues
• allows others to lead and determine the direction
• uses open questions to help others explore ideas, feelings and thoughts
• has a more passive role, listens very actively and carefully
• speaks only to clarify and probe
Skills of counseling
The ability to
• establish rapport
• clarify and summarise
• ask unspecific questions
• listen with ‘a third ear’ – be able to tell the difference between what is said
and what is meant
• permit silence
• go at the speed of the client
• forsee the client’s own intuition into the causes of and solutions to
problems
Interviewing skills
Listening skills
Uncontrollable problems include the effects of age or disability, where the client
slows down or has feelings of stigma, or addiction to drugs or alcohol.
Problems arising outside both the individual and the work organization
• money
• marital or sexual relationships
• family: behaviour of children, illness and bereavement
It is now generally believed that conflict is both valuable and necessary. Without
it there would be few new challenges, there would be no stimulation to think
through new ideas, and organizations would become stagnant and apathetic.
Mary Parker Follett distinguished between the two types of extreme conflict –
constructive and destructive.
Signs of conflict
• official or unofficial strikes
• restriction or reduction of output, or activity which jepordises income
• demarcation disputes
• lock-outs
• absenteeism
• sabotage
• high labour turnover
• poor time keeping
• refusal to obey instructions
• working to rule
• unwillingness to accept more efficient methods of production
• racial prejudice
• unhealthy rivalry between groups and between individuals
• closed-shop restrictions
Causes of conflict
Managing conflict
There are many different approaches to the management of conflict but there
is no universal ‘right way’ – it depends on the goals and requirements of
management in a specific setting. In some situations it is correct to
compromise, in others nothing less than complete victory is required.
The two main strategies for managing negative conflict are to convert the
conflict into a positive one using team-building approach or to respond to
the conflict by trying to avoid, diffuse or confront it.
Confrontation means that the opposing sides meet and discuss the problem
rather than suppress it. Conflict resolution through confrontation can occur by
negotiation or through the exercise of power. The negotiation strategy has
more chance of a win-win outcome.
If neither party gets what they want then you have a lose-lose situation. This
is common where compromise comes in. Compromises mean that neither
group is satisfied.
To get a win-win situation you need to start identifying what both parties really
want – as opposed to what they think they want.
Control by ecology
• agreement and knowledge of common objectives
• providing meaningful information to the participants
• building communication and trust between the individuals/groups
• ensuring that individuals’ roles do not counteract the organisation’s
goals
• developing suitable co-ordination mechanisms for the departments
involved.
Short-term regulation
• the use of an arbitration authority
• the development of detailed rules of conduct
• creating a position to manage the area of conflict, e.g. budget liaison
officer
• using confrontation or inter-group meetings to analyse the conflict openly
• separating the conflicting parties
• ignoring the conflict problem in the belief that it is a temporary situation
that will ‘blow over’.
Grievance
Most complaints are settled between individuals or groups and their immediate
superior.
Types of grievance
There are both individual and group grievances, At the individual level the
grievance may be due to a dislike or something that a superior has said or done.
The group grievances are often about pay, e.g. where one person feels they are
getting less pay for doing the same job as another or there is felt to be some
inequity in a piecework system.
Generally there are two types of discipline, accepted behavioral codes and
imposed, legally-enforced regulations and rules.
Disciplinary problems that take place outside the workplace and involve the
company include personal abuse or alcohol or drugs, law-breaking activities
or undertaking private work to the detriment of the employer.
Procedural agreements aim to “keep the peace” and avoid “war” between
different parties, and may cover grievances, disciplinary action, disputes,
promotion and redundancy.
• Simple
• Fair
• Provide for rapid settlement with prescribed time for each stage
• Provide for settlement as near as possible to the point of grievance.
Ideally, discipline should be based on co-operation, which will ensure rules and
conditions are obeyed willingly.
Discipline may be obtained by rewards or punishment, but the latter is generally
expected if accepted norms of behavior are not upheld.
Stage 2 – The employee’s immediate superior will arrange for a discussion with
an appropriate senior manager, The official line here is that:
- this second meeting will be held within five days of the initial discussion
- a brief resume of the grievance and notice of the time, date and place
of the meeting should be given, in writing, by the senior manager to
both the employee and the immediate superior who must attend.
Both parties may be accompanied by a friend, the senior manager may request
that someone from the personnel department be present in an advisory capacity.
Failing settlement at this meeting the grievance proceeds to stage 3.
Stage 3 – Without delay the senior manager will arrange for the grievance to be
reffered to ACAS where the decision of the arbitrators will be final and binding on
both parties.
Stage 4 – If conciliation does not take place at stage 3 and the trade union is
involved, the grievance may be considered to have escalated into a dispute and
will proceed along the lines of the agreed negotiating procedure.