Communicating Group Solutions:
Once a group has completed its discussion, it will usually communicate what it has decided to
someone. Deliverables are tangible or intangible products of your work that must be provided to
someone else.
Deliverables from problem solving groups are information gathered, analyses, decisions, and
recommendations of the group. These kinds of intangible deliverables can be communicated in
written formats, oral formats, or visual and audiovisual formats.
Written Formats:
1. Written brief: A written brief is a short document that describes the
problem, background, process, decision, and rationale so that the reader can
quickly understand and evaluate the group’s product.
When preparing a brief, begin by describing your group’s task.
What problem were you attempting to solve and why? Then briefly provide the
background information the reader will need to evaluate whether the group
has adequately studied the problem. Present solution steps and timelines for
implementation as bullet points so that the reader can quickly understand what
is being proposed. Close with a sentence or very short paragraph that describes
how the recommendation will solve the problem, as well as any potential side
effects.
2. Comprehensive report: A comprehensive report is a written document that
provides a detailed review of the problem-solving process used to arrive at the
recommendation. A comprehensive report is usually organized into sections that
parallel the problem-solving process.
Because comprehensive reports can be very long, they usually include an
executive summary. An executive summary is a one-page synopsis of the report.
This summary contains enough information to acquaint readers with the highlights
of the full document without reading it. Usually, it contains a statement of
the problem, some background information, a description of any alternatives, and
the major conclusions.
Oral Formats
1. Oral brief. An oral brief is essentially a summary of a written brief delivered to
an audience by a group member. Typically, an oral brief can be delivered in less
than 10 minutes.
2. Oral report. An oral report is similar to a comprehensive report. It provides a
more detailed review of a group’s problem-solving process. Oral reports can range
from 30 to 60 minutes.
3. Symposium. A symposium is a set of prepared oral reports delivered
sequentially by group members. A symposium may be organized so that each
person’s speech focuses on one step of the problem-solving process, or it may be
organized so that each speaker covers all of the steps in the problem-solving
process as they relate to one of several issues or recommendations that the group
worked on or made. In a symposium format, the speakers usually sit together at the
front of the room. One member acts as moderator, offering the introductory and
concluding remarks and providing transitions between speakers. When introduced
by the moderator, each speaker may stand and walk to a central spot, usually a
lectern. Speakers who are going to use PowerPoint visuals should coordinate their
slides so that there can be seamless transitions between speakers. Symposiums
often conclude with a question-and-answer session facilitated by the moderator,
who directs one or more of the members to answer based on their expertise.
Questions can be directed to individuals or to the group as a whole.
4. Panel discussion. A panel discussion is a structured problem-solving
discussion
held by a group in front of an audience. One member serves as moderator,
introducing
the topic and providing structure by asking a series of planned questions
that panelists answer. Their answers and the interaction among them provide the
supporting evidence. A well-planned panel discussion seems spontaneous and
interactive but requires careful planning and rehearsal to ensure that all relevant
information is presented and that all speakers are afforded equal speaking time.
After the formal discussion, the audience is often encouraged to question the
participants.
Virtual Reports:
Remote access reports: A remote access report (RAR) is a computer-mediated audiovisual
presentation of the group’s process and outcome that others can receive through e-mail, Web
posting, and so forth. Prepared by one or more members of the group, the RAR is prepared in
PowerPoint or other computer software and provides a visual overview of the group’s process,
decisions, and recommendations. Effective RARs consist of no more than 15 to 20 slides. Slides
are titled and content is presented in outline or bullet-point phrases or key words (rather than
complete sentences or paragraphs), as well through visual representations of important
information. For example, a budget task force might have a slide with a pie chart depicting the
portions of the proposed budget that are allocated to operating expenses, salaries, fundraising,
and travel (see Figure 10.4). RARs may be self-running so that the slides automatically forward
after a certain number of seconds, but it is better to let the viewer choose the pace and control
when the next slide appears. RARs can be silent or narrated. When narrated, a voice-over
accompanies each slide, providing additional or explanatory information.
2. Streaming videos: A streaming video is a pre-recording that is sent in compressed form
over the Internet. You are probably familiar with streaming video from popular Websites such as
YouTube. Streaming videos are a great way to distribute oral briefs, but they also can be used to
distribute recordings of oral reports, symposiums, or panel presentations. Streaming videos are
useful when it is inconvenient for some or all the people who need to know the results of the
group’s work to meet at one time or in one place.
Summary:
In this chapter, you learned about an effective process for problem solving developed by John
Dewey over 75 years ago. That six-step process consists of identifying and defining the problem,
analyzing the problem, developing criteria for evaluating solutions, brainstorming possible
solutions, selecting a solution, and implementing it. You also learned about the leadership skills
needed to effectively manage group interactions during problem solving. These shared leadership
skills focus on task, maintenance, and procedural roles. Then, we explained your responsibilities
as group convener and as group participant before, during, and after meetings. Finally, we talked
about the different formats you might choose from to share your solutions with others. These
formats can be written, oral, or visual/audiovisual. By following the guidelines, we offer in this
chapter, you will find your participation in problem solving groups to be both pleasant and
productive.
