copyright c 2006 oxford university press 1 chapter 11 managing group meetings importance of meeting...
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Copyright c 2006 Oxford University Press
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Chapter 11
Managing Group Meetings
Importance of meeting procedures Reduces wasted time Helps members coordinate thinking Provides rules for all members to follow Balances members’ participation Helps uncover and manage conflict Helps group overcome obstacles
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Formal Meeting Planning
Leader’s premeeting planning and preparation responsibilities• Enough business to hold a meeting?
• Decide overall purpose of meeting
• Decide start and stop times
• Create agenda
• Consider appropriate leadership style
• Plan for space, materials, and resources
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Formal Meeting Planning
Group members’ premeeting responsibilities• Review agenda
• Prepare background information or data
• Come ready to work as a group
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Conducting the Meeting
Leader’s meeting responsibilities• Arrive early
• Start on time
• Present agenda as tentative
• Initiate and structure discussion
• Don’t monopolize or take sides
• Suggest appropriate decision-making procedure
• Manage relational issues as they arise
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Taking Minutes
Minutes are a record of:
• Who was there
• What was discussed
• What was decided
• Who agreed to do what
• What the group plans to do next
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Meeting Space
All group members should be able to hear and see one another
If visuals are used, each member should be able to see them
Nonparticipants should sit apart from group members
Space should not be too large
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Using Visuals
Helps group keep track of its process and progress
• Accurate reflection?
• Acknowledges members’ contributions
• Sparks creativity
• Provides record for the group
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Types of Visuals
Agenda Brainstorming Mapping Clustering Matrixes Organizational
diagrams
Flow charts PERT charts
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Making Assignments
Action statements of each assignment or responsibility
• Who?
• What?
• When?
Make note to include on next agenda
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Ending the Meeting
Review decisions made
Plan for action
Schedule next meeting
Discuss tentative agenda
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Postmeeting Follow-Up
Leader reviews minutes and distributes
If needed, leader shares group’s actions with others
Leader reviews actions to be taken
Leader prepares next meeting agenda
Leader analyzes the meeting’s effectiveness
Members act on assignments
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Group Charter and Code of Conduct
Group charter• Describes goals or mission of group
• Help group decide what is important
• Provides direction for the group
Code of conduct • Describes individual-level and group-level
appropriate behaviors
• Creates behavioral guidelines
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Meeting Obstacles
Long meetings Unequal member involvement and
commitment Formation of cliques Different levels of communication skill Different communicator styles Personal conflicts