Chapter : 17

Strategies for Successful Business and Group Meetings

MQ

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S. No.Chapter No.

Final Exam Q. No. Chapter Heading Date

Introduction July 2, 20121 11 1,2 Short Reports July 4, 20122 12 3,4 Long (Formal) Reports July 9, 20123 13 5 Proposals July 11, 2012

4 14 6 Strategies for Successful Speaking and Successful Listening July 16 & 25, 2012

5 15 7Strategies for Successful Informative and Persuasive Speaking July 30, 2012

6 16 8 Strategies for Successful Interpersonal Communication August 1 & 5, 2012

7 17 9,10 Strategies for Successful Business and Group Meetings August 6 & 8, 2012

8 18 11 The Job Application Process - The Written Job Presentation 13

9 19 12 The Job Application Process - Interviews and Follow-Up 15

Course Outline

Assignment• Group 1: Chap 18 ‘The Job Application

Process - The Written Job Presentation’• Group 2: Chap 19 ‘The Job Application

Process - Interviews and Follow-Up’• Action 1: group assignment – communication• Action 2: Date finalization• Action 3: sharing of presentation• Action 4: presentation• Print 6• Visuals 2• Presentation 7• Sunday – first 3 partcipants sms

1. Group a1. Jahanzaib2. Rashid3. Jawed4. Abid shah5. Ali shareef6. Rehan mughal

2. Group b1. Abdul fateh2. Mudassir3. Usman4. Jawad5. Ali murtuza6. Arif shamim

PREVIEW

Participant Responsibilities in Meetings

Leadership Responsibilities in meetings

Solving Problems in Meetings or Groups

Purposes and kinds of Meetings

Background information on groups

BACK GROUND 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

FORMATION OF GROUPSforming

• 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 SolvingOrientation 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 MeetingsBa

ckgr

ound

Ana

lysi

s State the problem or question in an affirmative toneDefine and limit the problemCollect facts on the history of the problem

Solu

tion

disc

over

y Establish CriteriaList possible solutions through brainstorming

Solu

tion

Dis

cove

ry Arrive at a solutionWork on the pros and cons of all the previous solutions listedUse rational approach

Choi

ce o

f acti

on 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 avialable

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 be

fore

the

mee

ting Review the problem

and determine the precise purposeDecide who should participateArrange for meeting date, Time and placeCreate an agendaDistribute the announcement for the meetingCheck on physical arrangements

Proc

edur

es d

urin

g th

e m

eetin

g Begin with an opening statementStimulate discussionUnderstand the roles of the participantsInterpret data for solution evaluationState the major conclusions and plan of action

Follo

w u

p aft

er th

e m

eetin

g Distribute MoMsShare point of actions with responsible person’s namesKeep track of all meetings being held for this problem

Leadership responsibil iti es

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• Energizer• Idea creator• Critical tester• Conciliator• Helper of others