Meeting/Group Discussion Skills Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills What is a meeting? A gathering of two or more people who interact face to face, verbally and nonverbally, to achieve an expected outcome, and are interdependent on each other. Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills “It’s almost like giving me a hidden TV camera in their office. My employees start to forget I’m there and that’s good. I try to watch for signs that they can manage other people and information, that they can think. How did they prepare? Do they understand what I’m trying to accomplish when I’m leading a meeting and can they help me get there? I can tell a great deal about leadership capacity simply watching an employee attend a meeting.” Don Gevirtz Chairman & CEO, Foothill Group Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Time spent in meetings • Average professionals/managers >25% • Upper- and middle-level managers >40% • Some senior executives 4 days a week (approx. 70%) Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Why are meetings necessary? • • • • • Rapid decision making Exchanging ideas & opinions Disseminating information Making staff feel involved Developing teamwork Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Meeting behaviours • Task Facilitating Behaviours • Group Maintenance Behaviours • Self-oriented Behaviours Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Task facilitating behaviours Initiating Giving/Seeking information/opinion Coordinating Setting procedure Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Group Maintenance Behaviours • Encouraging • Harmonizing • Compromising Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Self-oriented behaviours • • • • • • • Controlling Withdrawing Seeking attention Diverting Excluding Belittling Blocking Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of participants • Before the meeting • Prepare carefully – – – – Study agenda Anticipate List questions Prepare your case Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of participants (cont’d) • During the meeting • Contribute positively – Be punctual – Speak up – Follow agenda • Listen actively – Look interested – Maintain eye contact – Welcome contributions Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of participants (cont’d) • After the meeting • Act promptly – Deliver the goods Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of chairperson Before the meeting: • Plan – Why and what? – Who? – When and where? • Inform – Notice of meeting – Meeting agenda Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Notice of meeting An announcement of • the TIME, • the DATE, • the PLACE, and • the PURPOSE. Notice of meeting Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Agenda ... shows • TOPICS • ORDER • TIME SCHEDULE (optional) Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Functions of the agenda • Communicates expectations • Acts as a control device Meeting objectives Agenda Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Tropman’s Agenda Bell Start of meeting End of meeting Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of chairperson (cont’d) Before the meeting: • Plan – Why and what? – Who? – When and where? • Inform – Notice of meeting – Meeting agenda Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of chairperson (cont’d) During the meeting: • Maintain structure and control • Start punctually • Restate purpose • Keep group focussed • Facilitate discussion Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Skillful Use of Questions ? ? ? ? ? • To get contributions from quiet members • To encourage participation – “What is your reaction ...?” – “How do you feel about ..?” – “We haven’t heard from John yet. John, how do you feel about this?” • To control members who talk too much – “Yes, we all take your point on that but I think another perspective will only help. Has anyone here got any other ideas?” • To reach mutual understanding – “Let me see if I understand your position. Are you saying that ...?” – “I’m not sure I understand. Do you mean that ..?” Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Duties of chairperson (cont’d) • Ensure written record kept – Appoint minutes taker Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Functions of minutes • To provide a permanent written record of the proceedings. • To remind participants of what happened at the meeting. • To provide a basis for discussion. • To help those not present at the meeting to understand what took place. Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Minutes of meeting • Narrative Style • Resolution Style • Action Style Minutes of meeting Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Effective minutes should: • Be concise • Be accurate • Be complete • Be expressed in a form that satisfies all participants • Convey the tone of the meeting Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills To be effective ...meetings must be more than a mere congregation of bodies … minds, knowledge and experience, and clear objectives must also join forces. A meeting is effective when it achieves its objectives in a minimum amount of time to the satisfaction of the participants. Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills Never let anyone say this about your meetings A meeting is a place where people take minutes and waste hours. Business Business Writing:Communication: Planning the Project/Report Meeting/Group Discussion Skills