copyright c 2006 oxford university press 1 chapter 11 managing group meetings importance of meeting...

Copyright c 2006 Oxford University Press

1

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


2

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


3

Formal Meeting Planning

Group members’ premeeting responsibilities• Review agenda

• Prepare background information or data

• Come ready to work as a group


4

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


5

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


6

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


7

Using Visuals

Helps group keep track of its process and progress

• Accurate reflection?

• Acknowledges members’ contributions

• Sparks creativity

• Provides record for the group


8

Types of Visuals

Agenda Brainstorming Mapping Clustering Matrixes Organizational

diagrams

Flow charts PERT charts


9

Making Assignments

Action statements of each assignment or responsibility

• Who?

• What?

• When?

Make note to include on next agenda


10

Ending the Meeting

Review decisions made

Plan for action

Schedule next meeting

Discuss tentative agenda


11

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


12

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


13

Meeting Obstacles

Long meetings Unequal member involvement and

commitment Formation of cliques Different levels of communication skill Different communicator styles Personal conflicts

copyright c 2006 oxford university press 1 chapter 11 managing group meetings importance of meeting...

Documents