strategies for successful business and group meetings
TRANSCRIPT
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