Benne and Sheats’ work did not actually prescribe any application of their theory; they simply identified the roles. However, it is possible to use the theory to look at and improve group effectiveness and harmony, by asking what roles are being filled, which additional ones might be required, and which may need to be eliminated.
Benne and Sheats noted that the roles required in a group can vary depending on the stage of group development and the tasks in hand. And it’s useful to consider how your group is developing and how the task may vary when reviewing your group’s roles.
The following steps will help you use Benne and Sheats’ theory to consider the roles in your group:
Step 1: Determine what stage or function your group is at, based on what you are working on or discussing. Here are some common group stages/functions:
· Forming
· Discussing tasks and roles
· Setting out expectations
· Goal setting
· Brainstorming ideas
· Discussing alternatives
· Completing tasks and duties
· Making a decision
· Implementing the solution
· Evaluating performance
Step 2: Determine which roles are most suitable and helpful for the current stage/function. Here are some examples:
· When first forming your group, you will not necessarily need anyone in the Evaluator/Critic or Orienter roles. You will, however, need Energizers, Procedural Technicians, and a Reporter.
· When discussing alternatives, it is important to have representation in as many Social/Personal roles as possible. Benne and Sheats suggested that the more group members playing Task and Social roles, the more successful the group would be.
Step 3: Recruit and/or develop the missing roles within your group.
Help the group understand where there are gaps in the functions being represented and discuss how filling these roles would help the group’s success. Benne and Sheats also said that the more flexible the group members are, the better; meaning that group members should be able to adapt their roles depending on the group’s need. With a flexible group structure like this, members each use a wide range of talents, and provide maximum contribution to the team.
Step 4: Identify any dysfunctional roles being played within the group.
Make a plan to eliminate this behavior either through increased awareness, coaching, or feedback. These self-serving roles really must be minimized or eliminated for effective group work to emerge. By making the whole group aware of these maladaptive behaviors, individuals can monitor the behavior and put a name to it when it occurs. This alone should decrease much of the disruptive behavior.
Tip:
This is an important and particularly useful part of this theory: These behaviors are disruptive and damaging. By spotting these behaviors and coaching people out of them, you can significantly improve your group process.
Step 5: Re-evaluate regularly.
Groups are constantly changing their function and purpose. Make sure you continuously evaluate what is going on within the group and take action to maximize effectiveness.
Tip:
Benne and Sheats’ work is based on their observations, but there is no clear evidence to support the notion that you need to have all of these roles represented or to suggest what combination is the most effective. As such, don’t depend too heavily on this theory when structuring your team.
That said, just knowing about Benne and Sheats’ Team Roles can bring more harmony to your team, as it helps members appreciate the breadth of roles that can contribute to the work of a team and its social harmony, as well as the behaviors which will obstruct it’s path.
Key points
There are many different explanations of group roles and functions. Each takes a slightly different perspective. However, the consensus seems to be that an effective group has a wide representation of positive roles. Groups need to be able to adapt to the changes from outside and within the group itself. People change, opinions change, conflicts occur; all of these require group flexibility and social understanding.
Benne and Sheats’ role definitions are useful for looking at specific behaviors that occur within a group. By using the definitions given and evaluating the current function and needs of the group, you can plan to encourage the sorts of behaviors you need and discourage those that you don’t. These definitions also provide a guide for group member development, as the more positive behaviors each person can display; the better able the whole group will be to respond to its changing needs.
Thanks & regards
Yours in HR
Kashan Akram
Courtesy of Mr. Kahsan Akram
