Business Communication Lecture 5 Unit 2 Meetings PDF

MEETINGS: PLANNING AND PARTICIPATING  TODEFINE THE TERM ‘MEETING’  IDENTIFY FACTORS THAT MAKE MEETINGS EFFECTIVE  PLAN AN EFFECTIVE MEETING  EXPLAINTHE IMPORTANCE OF PARTICIPATING IN A MEETING  STRUCTURE OF TODAY’S LESSON Part 2...

MEETINGS: PLANNING AND PARTICIPATING  TODEFINE THE TERM ‘MEETING’  IDENTIFY FACTORS THAT MAKE MEETINGS EFFECTIVE  PLAN AN EFFECTIVE MEETING  EXPLAINTHE IMPORTANCE OF PARTICIPATING IN A MEETING  STRUCTURE OF TODAY’S LESSON Part 2 3. TYPES OF MEETINGS 4. THE BOWTIE MEETING Part 1 Part 3 1. FACTS PERTAINING TO MEETINGS 2. DEFINE MEETINGS 5. PRACTICE EXERCISES  meet·ing ˈmēdiNG/ Noun: meeting; plural noun: meetings 1. an assembly of people, especially the members of a society or committee, for discussion or entertainment. "the early-dismissal policy will be discussed at our next meeting“ 2. a coming together of two or more people, by chance or arrangement.  IN THE U.S.A, THERE ARE… 11 MILLION MEETINGS PER DAY 4 BILLION MEETINGS A YEAR AND of employees time is spent in those meetings!  WHAT WAS THE MOST EFFECTIVE MEETING YOU HAVE EVER LEAD/ATTENDED? -Why? What sets it apart? -What happened before, during and after?  WHAT WAS YOUR WORST MEETING? -Why? -Describe behaviour, settings etc… In the business organizations, meetings are used for a variety of purpose. There are some advantages of meeting; see below: 1.Democratic Process 2.Improve Decision 3.Participative Management 4.Help in co-ordination 5.Convey information to a large gathering There are limitations or disadvantages of meetings: 1.Time- Consuming 2.Costly 3.Formalities 4.Difficult to control  HOWMUCH TIME WOULD YOU HAVE?  HOW PRODUCTIVE WOULD YOU BE? BUT, HOW SHOULD/DO WE REALLY MEET? IT’S LIKE A BOWTIE!  DO WE NEED TO HAVE A MEETING? HOW ELSE COULD THE RESULT BE ACCOMPLISHED? THINK CRITICALLY RESPECT YOUR TIME; RESPECT THEIR TIME  STEP 1: Identify the Goals of the Meeting Don’t hold a meeting unless there are specific goals. Consider alternate ways to do the work, such as: Email and/or phone consultations Subgroup assignments with reports back to the larger group Identify the purpose(s) of the meeting: Working on a common project  Check-in  Problem solving  Brainstorming or idea generation  Team building  Celebration  STEP 2: USE AN AGENDA AS A ROAD MAP HAVE YOU EVER BEEN IN A BEAUTIFULLY PLANNED GARDEN? IT GOT THAT WAY BECAUSE OF A CLEAR PLAN! MAKE YOUR AGENDA: 1.CONCISE 2.CLEAR 3.ATTAINABLE IN ONE MEETING DO NOT HAVE SO MUCH ON YOUR AGENDA SO THAT YOU HAVE TO SCHEDULE ANOTHER MEETING!  PURPOSE OF THE MEETING  OBJECTIVES FOR THE MEETING  TOPICS FOR DISCUSSION  PRESENTER OR DISCUSSION LEADER FOR EACH TOPIC  TIME ALLOTTMENT FOR EACH TOPIC  EFFECTIVE AGENDAS OFFER CLEAR DURATIONS FOR TOPICS AND ACTIVITIES  ASSIGN SPECIFIC ROLES: A SCRIBE OR NOTEKEEPER  RESPECT PEOPLE’S TIME  FOCUS ON RESULTS  STEP 3: INVITE THE RIGHT PEOPLE  IF SOMEONE DOES NOT NEED TO BE THERE, DO NOT INVITE HIM/HER! HOWEVER, WHEN INVITING THE RIGHT PEOPLE…. 1.SEND AN INVITATION BY E-MAIL OR OUTLOOK CALENDAR INVITE 2.ASK ATTENDEES FOR AGENDA ITEMS (IF TIME ALLOWS) 3.SEND A FINAL AGENDA TO ALL MEETING PARTICIPANTS BEFORE THE MEETING  CREATE AN AGENDA… Think of a meeting you will be leading in the near future. With a partner a)Decide on your purpose b)Establish your objectives c) Create an agenda  STEP 3: CONDUCT THE MEETING -START ON TIME -COMMUNICATE THE PURPOSE OF THE MEETING TO THE PARTICIPANTS -ASSIGN MEETING ROLES -AGREE ON GROUND RULES AND PROCESSES -FOLLOW THE AGENDA -USE A PARKING LOT -END ON TIME  NOT ALL MEETINGS NEED TO BE 60 MINS.  CONVERSATIONS MUST LEAD TO RESULTS  BE PREPARED  FOCUS ON THE TASK AT HAND  EMPLOY THE 5 MIN RULE IF THE TOPIC RUNS TOO LONG  BE CIVIL – DIFFERENT OPINIONS MUST BE HEARD  MOST MEETINGS REQUIRE MULTIPLE PARTICIPANTS TO COME TO AN AGREEMENT IN THE FOLLOWING WAYS: -CONSENSUS-MOST AGREE -VOTE- SIMPLY MAJORITY -CONSULT- LISTEN, THEN A SUBSET DECIDES -COMMAND- DECISIONS DO NOT INVOLVE OTHERS. -AUTHORITATIVE- LEADER MAKES THE DECISION  PRACTICE A MEETING -IN TABLE GROUPS, CHOOSE ONE PERSON TO LEAD A MOCK MEETING -LEADER, USE THE AGENDA CREATED EARLIER -EVERYONE, CHOOSE A SKILL YOU WANT TO PRACTICE  Follow up -Evaluate the outcomes against the objectives of the meeting. -Follow strategies for keeping the momentum going after the meeting: 1.Distribute meeting minutes, including decision and action items 2.Follow up with those unable to attend - Monitor the completion of action items.  YOU CAN HAVE A POSITIVE INFLUENCE IN EVERY MEETING YOU ATTEND. -Stay involved -Ask questions that will bring the group back on task. -Guide teams to resolve issues and keep moving forward. -Listen, support and contribute - Say “and” more than you say “but”  WHAT WILL YOU DO DIFFERENTLY TOMORROW?  HOWWILL YOU IMPROVE YOUR MEETINGS IN THREE WEEKS? THREE MONTHS?  GIVEAN ASSESSMENT RELATING TO THE VISIBLE PROBLEMS ASSOCIATED WITH THIS MEETING? In order for meetings to be satisfying and productive, the host or organizer of the meeting must note the following: 1.Determine if a meeting must be held. 2.Select the time of meeting carefully. 3.Invite the right people. 4.Create an agenda and email to attendees. 5.Begin on time and state the goals of the meeting, assign roles, and discuss rules of meeting. 6. Allow for participation 7. Listen effectively 8. Hold meetings in bright, well lit space 9. Keep meetings short. 10. Be prepared- do not be a slide reader 11. Do a quick recap of decisions, action items. 12. End on time 13. Do follow up 14. Inform attendees via email or other medium, other than a meeting, of the Introduction -Gain attention of audience -Involve audience -Establish credibility -State Purpose -Preview main points (Thesis Statement) Body -Main point, Illustrate, clarify, and contrast -Transition, Main point, Illustrate, clarify, and contrast -Transition, Main point Illustrate, clarify, and contrast Include persuasive techniques in the body: use of repetition, use of rhetorical questions, analogy, direct appeal etc. Remember, the essence of the speech is to evoke emotions. Conclusion -Summarize main points -Provide final focus -Encourage change; encourage questions You have conducted several interviews within your organization and you realize that employees have a negative attitude towards participating in meetings. Prepare a written presentation to be given at a training session with management and staff, outlining and discussing the reasons meetings are sometimes ineffective and give recommendations to make them more efficient, satisfying and productive.