strategies for successful business and group meetings

Chapter : 17

Strategies for Successful Business and Group Meetings

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Participant Responsibilities in Meetings

Leadership Responsibilities in meetings

Solving Problems in Meetings or Groups

Purposes and kinds of Meetings

Background information on groups

• Group Meeting: – Purposive discourse between two or more people

• Types of Group meeting– Informal Group

• Unplanned, free flowing meetings or get togethers for social purposes which may later develop into formal meetings

– Formal Group• These are task oriented groups, often search for solution to

problems, look for a course of action, make recommendations to a higher authority

forming

• Orientation phase

• Group tries to get started

Storming

• Members begin to stake out their positions; they begin to have conflicts and arguments

Norming

• Progress begins here. Members work to solve conflicts and recognize acceptable kinds of conduct

Performing

• Here the group begins to achieve its goals

Phases of Problem Solving

Orientation Discussions are free flowing, questions are numerous

conflict Members offer their opinions, evidence to support

At this stage conflicts occur

Emergence Open exchanges continue; search for solution starts, compromises occur

Solutions Positive attitude, now is the time to complete the task and agree upon a solution

PURPOSES AND KINDS OF MEETINGS

• seek to clarify, to make something clear, to give information

Informational meetings

• This meeting occurs to evaluate the suggested solutions to a problem

Suggested solution meetings

• Groups try several attempts to find a solution

• The course to reach a solution is unique to every group

Problem Solving Meetings

Authorization for a Committee

The information comes from an authorized person which asks you to

form a committee

The above should include who, what, when, where and why

Methods of Solving problems in Meetings

Background analysis

Solution discovery

Solution Analysis

Choice of action

Methods of Solving problems in Meetings

Bac

kgro

un

d A

nal

ysis State the

problem or question in an affirmative tone

Define and limit the problem

Collect facts on the history of the problem

Solu

tio

n d

isco

very Establish

Criteria

List possible solutions through brainstorming

Solu

tio

n D

isco

very Arrive at a

solution

Work on the pros and cons of all the previous solutions listed

Use rational approach

Ch

oic

e o

f ac

tio

n This is the execution phase, where we keep in mind timelines and costs involved

LEADERSHIP RESPONSIBILITIES IN MEETINGS

• Kinds OF leadership

• LEADERSHIP RESPONSIBILITIES

– Planning steps before the meeting

– Procedures during the meeting

– Follow up after the meeting

Kinds of leadership

1. Authoritarian

– Shows contempt of some members

– Dominates the discussion

– Praises those who agree with him

– Speaks often and loudly

– Issues orders and commands

– Suggests that he has authority

Kinds of leadership

2. Leaderless

– Shared leadership

– Allows high ability people to run the meeting

– This is rarely beneficial as someone to guide should be available

Kinds of leadership

3. Democratic / Participative– Goal is to help the group to make the best

possible decision

– Others are listened and are given authority to conclude

– Facilitate productive discussions

– Invite minorities

– Clarify vague statements

Step

s b

efo

re t

he

mee

tin

g Review the problem and determine the precise purpose

Decide who should participate

Arrange for meeting date, Time and place

Create an agenda

Distribute the announcement for the meeting

Check on physical arrangements

Pro

ced

ure

s d

uri

ng

the

mee

tin

g Begin with an opening statement

Stimulate discussion

Understand the roles of the participants

Interpret data for solution evaluation

State the major conclusions and plan of action

Follo

w u

p a

fter

th

e m

eeti

ng Distribute

minutes of meeting

Share point of actions with responsible person’s names

Keep track of all meetings being held for this problem

PARTICIPANT RESPONSIBILITIES IN MEETINGS

Preparation for meetings

• Do your homework, Collect information, check data, confirm conclusions

• Be over-prepared

Effective participants roles in meetings

• Organizer

• Clarifier

• Questioner

• Factual contributor

• Idea creator

• Critical tester

• Helper of others