Communication, Team Roles and Responsibilities | Encyclopedia (2023)

A group is a collection of individuals united by a common goal. Different populations can differ significantly in many ways, including their purpose, how they arise and develop, their structure, their lifespan, and their size. Groups can be formed for task completion, financial gain, social support, personal development and change, spiritual growth, or any other reason. They can arise and develop naturally, or they can be developed and maintained through planning and conscious effort. Groups can exist very briefly or remain stable over time. Its structure and operation can be causal or formal. Regardless of the exact nature or structure of a team, communication is critical to its creation and continued development.

There is no single opinion on the minimum or maximum number of members needed to form a group. However, size is an important factor that affects communication and other dynamics with any group. Compared to a two-person relationship, the presence of additional members provides additional resources to assist with team activities and facilitates planning, decision-making, and problem-solving. However, larger teams require greater leadership effort to set and maintain direction, gain consensus on plans and goals, inform and involve all parties, and identify and integrate the expectations and perspectives of multiple members.

Task and Social Dimensions

Groups are created to serve a variety of purposes. The generally stated objectives are to accomplish and complete specific tasks. Examples of group assignments include organizing social events, painting houses, and completing community service projects. Groups may also be formed and maintained primarily to build positive morale and help members achieve personal or social well-being. Examples include social clubs, discussion groups and support groups. They are often formed to help lonely or supportive people overcome personal difficulties.

To a greater or lesser extent, most groups serve a combination of mission and social goals. Even in highly task-oriented teams such as construction workers or ambulance crews - where successful task performance is the main objective - good morale and supportive working relationships are important. This is especially the case if workgroup members are working together for a period of time. In these situations, good morale and a positive social climate often contribute to mission effectiveness. On the other hand, low morale undermines productivity and efficiency.

group communication

In a relationship between two people, there is only one possibility of mutual communication. That is, A can talk to B. In a threesome, there are six possible message processing relationships: A with B, A with C, B with C, A and B with C, A and C with B, and B and C with A. In a group of four members, this increased to 25 potential relationships. In other words, increasing the group size by one person (from three to four) creates 19 additional communication relationship possibilities (Kephart, 1950). Thus, as the size of the team increases, the number and complexity of the communication relationships involved grow exponentially, creating many new opportunities, but also many new challenges.

group development

Typically, groups go through four predictable stages as they develop: forming, encroaching, norming, and enforcing (Tuckman, 1965; Fisher, 1974).

Training includes getting to know each other, discussing how the group started, researching where and when members meet, identifying the purpose of the group, and sharing other initial concerns. A storm is the dynamic that occurs when individuals on a team begin to express different viewpoints, preferences, and opinions that must be considered and resolved in some way when the team starts working. This phase can be short or long - it depends on the individual, the range of views expressed and the purpose of the group. Normalization is a stage in the development of a group in which objectives, guidelines and methods of action are clarified and agreed upon. Once the specification phase is complete, the team can move to the performance phase more quickly and efficiently to achieve the team's goals.

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While moving in this order is typical of newly formed groups, the process of group development is often not as logical as this description might suggest. Even in teams that have been working at a high level for some time, it's not uncommon for the first three phases to recur occasionally as the team continues to work.


Different methods can be used for group decision making. These methods include consensus, compromise, majority voting, leader decision, and arbitration (Wilson and Hanna, 1986).

Consensus requires all group members to make a decision with which they fully agree. Compromise involves decisions made through negotiation and compromise to arrive at a decision that is acceptable to all team members. In a majority vote, the final decision is the one supported by the majority of the group. In the leader-determined approach, the leader imposes his decision on the entire team. Formal negotiations and arbitrations often require the assistance of an impartial "third party" to reconcile conflicting points of view.

Roles and responsibilities

Certain roles (ie behavior patterns) occur in most groups. In a classic essay on the subject, Kenneth Benne and Paul Sheats (1948) identified three broad categories of roles that commonly occur in group interactions: task completion roles, team building and support roles, and individualistic roles.

Task completion roles are those associated with completing specific jobs or activities. Examples of task performance roles include information seeker, opinion seeker, information provider, recorder, coordinator, and critical evaluator.

Team building and support functions are those related to promoting the social development of a team. Examples of these roles include encourager, regulator, conciliator, gatekeeper/facilitator, observer, and follower.

Individualistic roles are generally not ideal. These roles have a negative impact on the team, both in terms of progress in completing tasks and on team development and climate. Examples of individualistic roles include bully, blocker, approval seeker, dominator, and special interest advocate.

(Video) Teamwork Exercise 2: Paper Chains - The Importance of Communication

to manage

In any group, a particularly important role is that of the leader. Essentially, this role involves leading a team. Much has been written about leadership and there are many different perspectives on the subject. Michael Useem (1998) summarized this literature simply by explaining that leadership requires a vision of what needs to be done and why, and a commitment to action (ie, implementing the vision).

At a more micro level, the leadership role involves two sets of responsibilities: a team maintenance function and a team achievement function (Baird & Weinberg, 1981). Group maintenance activities include promoting participation, managing interactions, promoting cooperation, ensuring members' needs and concerns are met, resolving conflicts, protecting individual rights, modeling behavior, promoting group growth, and taking responsibility by the dynamics of the group. The group's achievement functions include informing, planning, directing, integrating, representing, coordinating, clarifying, evaluating, and motivating.

There are different theories about what effective leadership is and how a person acquires the necessary attributes to be a leader. A classic approach – the “Great Man” theory – states that “leaders are born, not made”. Popularized in the 1800s and early 1900s, this view holds that some people inherit the natural abilities necessary for effective leadership, while others do not.

The "trait" approach, which was particularly popular in the first half of the twentieth century, argues that certain traits, such as assertiveness or outspokenness, are essential for someone to be an effective leader. If someone has these qualities, they are likely to succeed in a leadership role.

Beginning in the 1950s, leadership theories began to emphasize the importance of learned behaviors in effective leadership. Early behavioral theories generally held that there was an ideal way to lead all groups in all situations, but later theories suggested the importance of situational leadership - adjusting one's behavior to the specific groups and circumstances involved in a particular situation. More recent approaches see leadership as a set of social and communication skills and values ​​that can and should be learned.

to complete

Understanding roles and responsibilities is important to understanding team dynamics. Understanding these concepts is also very helpful for functioning effectively in a team and improving team productivity and cohesion.

See too:group communication;group communication, conflict and;group communication, decision making and;group communication, dynamic;interpersonal comunication.

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Baird, John E., Jr., e Weinberg, Sanford B. (1981).group communication, Version 2. Dubuque, Iowa: Brown.

Benne, Kenneth and Sheats, Paul. (1948). "Functional Roles of Team Members."Journal of Social Issues4:41-49.

Covey, Stephen. (1992).Principle-driven leadership. new York: Simon e Schuster.

Fischer, B. Aubrey. (1970). "Decision Making: Stages of Group Decision Making".speech monograph37:53-66.

GORMAN, Daniel. (1994).emotional intelligence. new York: Bantam Books.

Kephart, William M. (1950)quantitative analysisrelationships within the group. "American Journal of Sociology55: 544-549.

Komives, Susan R.; Lucas, Nancy; e McMahon, Timothy R. (1998).Leadership Research. San Francisco: Josie-Bass.

(Video) IPE Core Competency Domain 2: Roles/Responsibilities

Ruben, Brent D. e Stewart, Lea (1998)Communication and Human Behavior, 4. Izdanye. Boston: Allyn & Bacon.

Tichy, Noel M. (1997).ignition engine.Nova York: Harper.

Tuckerman, Bruce W. (1965). "Small Group Development Sequence."psychological messenger63: 384-399.

Use it, Michael. (1998).The moment of leadership.Nova York: Random House.

Whitley, Margaret J. (1992).Leadership and new science. San Francisco: Berrett-Kohler.

Wilson, Gerald L. e Hanna, Michael S. (1986).Groups in context.Nova York: Random House.

Brent D. Reuben

(Video) Introduction to RabFak Professionals: ProGeneral, ProRab and ProWorker. Roles and Responsibilities.


What is the responsibility of communication team? ›

Communications teams' roles and responsibilities include preparing and distributing content for the promotion of an organization's products, brand or activities. The communication roles also include interacting with the media and public to ensure their brand has maximum positive awareness.

What are at least 5 roles and responsibilities of a team? ›

Here are five roles of an effective team: Leaders, Creative Director, Facilitator, Coach and a Member. All these are essential components of a team, but they need not be exclusive. A leader can act as a creative director and a coach as well at different times.

How do you demonstrate communication and team work skills? ›

Some people may struggle more with certain forms of communication than others, so it's extremely important to create an inclusive environment for all.
  1. Listen. ...
  2. Be aware of body language. ...
  3. Try not to rush. ...
  4. Be clear and concise. ...
  5. Be aware of your audience. ...
  6. Ask questions. ...
  7. Treat everyone equally.
Mar 26, 2021

What key roles and responsibilities are needed for effective team? ›

Honey's Five Team Roles
  • LEADER: makes sure team has clear objectives and members are engaged. ...
  • CHALLENGER: questions effectiveness and drives for results. ...
  • DOER: encourages progress and takes on practical jobs. ...
  • THINKER: produces ideas and thinks through those proposed by others. ...
  • SUPPORTER: eases tension and promotes harmony.

What are the five communication responsibilities? ›

Review the five communication responsibilities from the video and instruct participants to use them as a guide during discussion:
  • Brief others as needed.
  • Debrief your actions.
  • Communicate hazards to others.
  • Acknowledge messages.
  • Ask if you don't know.

How do you communicate roles and responsibilities? ›

4 ways to establish roles and responsibilities for team success
  1. Determine what needs to get done.
  2. Identify gaps in responsibilities.
  3. Clarify roles using a RACI matrix.
  4. Get feedback from team members.
  5. When to clarify roles and responsibilities.
  6. The benefits of establishing roles and responsibilities.
Jan 7, 2023

What are my roles and responsibilities? ›

Roles are the positions filled by your team members, while responsibilities are the day-to-day tasks and functions of each role in your company. To understand the difference between roles and responsibilities, think of a role as a job title, like customer support manager, product consultant, or engineering intern.

What are the 4 basic roles for a team to succeed? ›

Here are four roles for a team: Leader, Facilitator, Coach or Member. All these are the components of a team, but remember that these need not be exclusive.

What are your roles and responsibilities as a team member? ›

Team Member Duties and Responsibilities
  • Completing assigned tasks effectively and within stipulated deadlines.
  • Working cohesively with other team members to achieve departmental goals.
  • Completing administrative tasks, answering incoming calls, and ensuring good customer service.

What skills are needed for a communication team? ›

Skills Needed for Strategic Communication Professionals
  • Organization Communication Analysis. ...
  • Audience Analysis for Communications. ...
  • Strategic Communication. ...
  • Modern Communication Styles. ...
  • International Communication.

What are team skills in communication? ›

8 Effective team communication tips
  • Encourage openness and transparency. ...
  • Respect all opinions. ...
  • Define each role. ...
  • Allow two-way feedback. ...
  • Prioritize team-building. ...
  • Develop a routine. ...
  • Practice Empathy. ...
  • Lead by example.

What is good communication in a team? ›

Effective workplace communication is about making that connection with others in your organization and creating an environment where everyone feels included and heard. It's about communicating in a way that allows your team to accomplish its goals and make progress.

What are three key roles and responsibilities of any team leader? ›

A team leader's main responsibilities include:
  • Organizing work.
  • Communicating goals.
  • Connecting work to context.
  • Delegating tasks.
  • Leading by example.
  • Allocating and managing resources.
  • Problem solving.
  • Managing project progress.
Jun 12, 2022

What is an example of responsible communication? ›

For example, instead of telling a customer, “I've had it with your complaints!” a respectful business communicator might say, “I'm having trouble seeing how I can fix this situation. Would you explain to me what you want to see happen?” Trust is a key component in communication, and this is especially true in business.

What are effective communication skills? ›

For communication to be effective, it must be clear, correct, complete, concise, and compassionate. We consider these to be the 5 C's of communication, though they may vary depending on who you're asking.

How do you describe effective communication? ›

Effective communication definition is the process of exchanging or transmitting ideas, information, thoughts, knowledge, data, opinion, or messages from the sender through a selected method or channel to the receiver with a purpose that can be understood with clarity.

How do you answer roles and responsibilities? ›

How to answer "describe your current job responsibilities" in an interview
  • Remember the responsibilities listed in your resume. ...
  • Connect your responsibilities to the ones in the job posting. ...
  • Use details when explaining your larger and important projects. ...
  • Describe how you use your skills to benefit the company.
Mar 10, 2023

How do you clarify roles and responsibilities in the workplace? ›

11 best practices to clarify roles and responsibilities within a team
  1. Understand the team's goals and objectives. ...
  2. Determine what work needs to get done. ...
  3. Understand the team's strengths and weaknesses. ...
  4. Define areas of responsibility upfront. ...
  5. Be prepared to redefine responsibilities. ...
  6. Identify responsibilities. ...
  7. Deal with gaps.
Sep 22, 2021

What are three examples of responsibility? ›

Some everyday examples of responsibility you could use include:
  • Being a good parent.
  • Working with other people.
  • Difficult decisions you've had to make.
  • Looking after yourself and others.
Nov 19, 2022

What are three positive roles of team members? ›


Inspiring others – encouraging participation by calling on others. Relieving anxieties – making light when appropriate and recommending stress reducing activities. Showing empathy – asking others about their feelings towards the team and their responsibilities.

Why are roles and responsibilities important? ›

Defined Roles and Responsibilities provides clarity, alignment, and expectations to those executing the work and keeping our plant running. Roles & Responsibilities enables effective communications between the various groups, facilitating the full integration of the department and organization.

What are the three keys to a successful team? ›

Here are three important elements managers should consider to maximize their effectiveness with the team.
  • Sharing Your Voice. ...
  • Listening. ...
  • Recognition.

What are the 5 C's of team communication? ›

We call it the 5 Cs: Common Purpose, Clear Expectations, Communication and Alignment, Coaching and Collaboration, and Consequences and Results.

What are the 7 workplace communication skills? ›

7 communication skills every leader, manager, and employee needs to know
  • Showing respect. ...
  • Active listening. ...
  • Positive body language. ...
  • Ask questions. ...
  • Follow email etiquette. ...
  • Be open-minded. ...
  • Give feedback.
Mar 11, 2019

What are the 6 leadership roles? ›

The six most common leadership styles are:
  • Transformational Leadership.
  • Delegative Leadership.
  • Authoritative Leadership.
  • Transactional Leadership.
  • Participative Leadership.
  • Servant Leadership.

What are the responsibilities of a communication team leader? ›

The role of Communications Lead will be to ensure effective communication, promotion, marketing, engagement, and involvement both within and out of the organisation to support our goals. The role requires confidence at communicating with people and groups on all issues and at all levels.

What is the value of a communications team? ›

The benefit of having a communications team is that these professionals can execute a strategic communications plan to control and manage a business' reputation, whilst also managing crisis communications.

Who is the main responsibility for a successful communication? ›

The answer is responsibility. The responsibility of communication lies with the sender and the receiver—and we don't always hold ourselves accountable on both sides of the equation.

What are 3 major responsibilities of a team leader? ›

  • Create an inspiring team environment with an open communication culture.
  • Set clear team goals.
  • Delegate tasks and set deadlines.
  • Oversee day-to-day operation.
  • Monitor team performance and report on metrics.
  • Motivate team members.
  • Discover training needs and provide coaching.

What are the roles and responsibilities of team members? ›

Team Member Responsibilities:

Participating in meetings and voicing concerns as well as suggestions for improvement. Answering or escalating concerns and queries from clients or other stakeholders. Completing a range of administrative tasks. Maintaining a high level of professionalism while representing the company.

What is the 3 important roles of a team leader? ›

Team leaders are responsible for training team members, setting strategy and monitoring progress towards goals. Good leaders should have strong communication, problem solving, organizational and delegation skills. Team leaders can typically grow into managers and eventually senior leadership.

What is most important regarding team communication? ›

Verbal communication: Verbal communication is the most important point of interaction between team members. Whether your team talks face to face, over the phone, or through video conferencing, these conversations can be the deciding factor in how one person perceives the other.

What is good communication in teams? ›

At its core, effective communication is the ability to competently and clearly relay the correct information to the correct people at the correct time. It's a staple of what makes a successful team, but effective communication is increasingly fleeting.

What are two responsibilities you always have as a communicator? ›

As a communicator, you are responsible for being prepared and being ethical. Being prepared includes being organized, clear, concise, and punctual. Being ethical includes being egalitarian, respectful, and trustworthy and overall, practicing the “golden rule.”

What is the role of good communication? ›

By delivering messages clearly, there is no room for misunderstanding or alteration of messages, which decreases the potential for conflict. In situations where conflict does arise, effective communication is a key factor to ensure that the situation is resolved in a respectful manner.


1. PRINCE2 Bitesize Learning: Roles & Responsibilities - Project Manager, Team Manager, Project Support
(Good e-Learning)
2. Case Study: The Duty to Communicate Team Member Responsibilities
(Certified Financial Planner Board of Standards)
3. Team Management - Part 3: Team Roles And Responsibilities | Best Team Management Training
(LEARN & APPLY : Lean and Six Sigma)
4. 2. Trusting Teams | THE 5 PRACTICES
(Simon Sinek)
5. Team Leadership Roles, Information Sharing Responsibilities & Communication Methods.
(Tinashe Tin tin)
6. Roles and Responsibilities for Team Members During Emergencies
(Hartford HealthCare)


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