Meeting Management
“If you don’t like ambiguity and
uncertainty, don’t study communication.”
PGC
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Small Group Communication
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1. Functions of an Effective Committee
Equalize participation in decision-making
Demonstrate preference
Represent social diversity & diverse opinions
Make decisions
Exert influence
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2. Why are groups ineffective?
Low salience issues
Lack of focus
Unclear role (Information giving vs.. Decisionmaking)
Tasked with the wrong job
Poor communication
Role imbalance
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3. Tools for Effective Decision-Making
Agenda Integrity
Temporal Integrity
Fraction Rules
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Agenda Integrity
There is an agenda
– Introverts
– Extroverts
All agenda items are discussed
Items not agenda are not discussed
– Use the “parking garage”
– Use the “dinger”
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Temporal Integrity
Begin on Time (Lock the door)
End on Time
Keep to Agenda Schedule
Have a Long-range Schedule
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Work backwards from end state
Build in check points
Create feedback loops
Build in “slack time”
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Fraction Rules
Rule of halves
Rule of 3/4s
Rule of thirds
– Part 1: Item Difficulty
– Part 2: Breaks
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4. Critical Group Roles
Facilitator
Administrator
Member
Ex-officio
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Facilitator Role
Synthesizes political and
intellectual material (What &
who)
Plans/designs meeting
process
Listens clarifies & integrates
info.
Demonstrates flexibility and
adaptability
Keeps group focused
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Selects appropriate
technology
Develops/asks the right
questions
Manages conflict/negative
emotions
Encourages and supports
multiple perspectives
Presents information clearly
Directs/manages meetings
(agenda & temporal integrity)
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Administrator Role
Get agenda out
Generate/coordinate follow-up reports
Check on member’s assignments
Set stage for meeting
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Member
Comes prepared
Listens clarifies &
integrates info.
Demonstrates flexibility
and adaptability
Maintains group focused
Moves discussion along
Expresses & represses
appropriate reactions
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Develops/asks the right
questions
Manages conflict &
negative emotions
Encourages and
supports multiple
perspectives
Presents information
clearly
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5. Shaping the Agenda
Recording Mechanism
– Minutes
– Reports (Executive Summary)
The Bell-Shaped “Ideal” Meeting
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