Group Communication and Decision-Making Methods Explained

Introduction

This paper provides an introduction to group decision-making methods and models. It reviews the best decision-making strategies groups can utilize to realize effective solutions to complex problems, and explains how problem-solving methodology is used to reach consensus decisions among small groups.

Overview of Group Decision-Making Methods

There are many decision-making models and methods applied in group settings. These models, used by teams, can allow teams to make choices with intent about which alternative may be the best option for any decision confronted by the group at hand (Foundation Coalition, 2007). Small group decision-making methods are affected by multiple factors, including individual and group cognitive and affective bias or stereotypes (Johnson & Johnson, 2000; Foundation Coalition, 2007). Group decisions are also contingent on the manner in which groups are established. Traditionally, theorists have relied on seven group decision-making models or methods that can be applied to small group or any group decision-making setting.

The Foundation Coalition, an organization committed to effective group decision-making, describes these seven processes developed by Johnson & Johnson (2000) that an organization or team can use to make the best decision possible regardless of the situation. Each of these methods can be adopted to allow consensus decision-making, decision-making by majority or minority vote, decision-making by authority, or many combinations thereof. There are positive and negative consequences of each type of decision-making elected by the small group. To maximize the potential for successful or positive output, an organizational or group leader must consider these consequences before establishing a group decision-making model.

In any given situation — such as choosing the best policy or procedure for controlling business operations, or establishing rules about sick leave in an organization — the best decision-making tactic is the method that provides the most value for the greatest number of people affected by the decision (Johnson & Johnson, 2000). The best decision is often described as one derived from group consensus rather than individual interpretation or analysis, one that provides an answer to a lingering problem, and one that addresses a team's objective based on information gathered from every member of the group (Foundation Coalition, 2007).

Problem-Solving Methodology in Group Settings

In all group settings it is virtually impossible to ensure the complete satisfaction of all group members. However, through consensus decision-making, all group members are allowed to provide input from which a final solution to a problem is created. This may require some members to give up certain values or opinions to reach a mutually beneficial compromise that will serve the good of the whole rather than any one or two individual team members.

Problem-solving methodology is often applied in group settings to facilitate the discovery of an acceptable solution quickly and without excessive time or wasted effort. There are multiple effective problem-solving methodologies one can utilize in group settings. Problem-solving tools are helpful for all members of a group, but notably for the facilitator or initiator of a group meeting and for group leaders. The problem-solving method typically involves many steps, including: (1) defining the problem requiring a solution; (2) defining the criteria the group will use to solve the problem; (3) prioritizing the criteria so that important items are addressed and resolved first; (4) recognizing and defining proposed solutions; and (5) evaluating the available solutions against the solution criteria established in step two (Intrax, n.d.).

Problem-solving methods are often utilized in group settings to establish a framework from which team or group members can resolve a problem, whether unanimously or by consensus agreement. This methodology is frequently employed in instances where a group leader, team leader, supervisor, or facilitator initiates a discussion to resolve a given problem (Intrax, n.d.). Once a facilitator or leader presents a problem, members of the group can be encouraged to provide multiple solutions using various tools, including brainstorming. Once ideas are presented, group members can then decide by majority vote or consensus which solutions are most likely to yield the best possible results. Alternatively, the facilitator may ask the group for their opinions and for input on what criteria should be established and in what order, while ultimately making the final decision about the group problem.

Prioritization of criteria is critical to the problem-solving method when applied to small group constructs, because even if solutions to all aspects of a problem are not reached, one can feel relatively confident that the most important parts of the problem are solved satisfactorily.

Conclusion

Other behaviors that promote best practices include appointing a team leader — not to govern the actions of other group members (Katzenbach & Smith, 1992), but rather to consistently remind the group of their purpose and to keep the group on task and focused. Staying focused is often difficult when a group consists of individuals from diverse backgrounds and multiple ideologies, but it can be achieved with proper leadership.

Group communication can readily develop into productive problem-solving sessions when approached in an orderly fashion. Problem-solving methods often apply in group settings to facilitate open communication and encourage group members to introduce new concepts or approaches to resolving group problems. It is important that in a decision-making model, groups identify which of the seven traditional formations defined by Johnson & Johnson (2000) best fits their context. Most researchers conclude that in a small group environment, decision-making by consensus offers the best possible solution and facilitates greater satisfaction among all members of the group. Even when consensus decision-making is not possible, it is important that group leaders encourage all team members to participate, so that each member feels their contributions are relevant and meaningful. Best practices encourage minimizing conflict within the group environment and expose group decision-makers to multiple alternatives for reaching acceptable solutions to the problem at hand.