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TEAM PROCESSES

TEAM PROCESSES. Meeting Organisation. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email: trainingambassadors@bigpond.com Website: www.trainingambassadors.org.au. BUSINESS MEETING TYPES. There a three types of meetings:.

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TEAM PROCESSES

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  1. TEAM PROCESSES Meeting Organisation 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  2. BUSINESSMEETING TYPES • There a three types of meetings: Figure 5.2: Seating arrangements at a small business meeting Figure 5.3: Seating arrangements for an AGM Figure 5.1: Informal meeting seating 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  3. PLANNING AHEAD • Planning and organisation involves: • deciding who needs to attend • selecting suitable time and date to hold meeting. • Necessary to identify key people who are required • Not all members may be needed to attend. • Should be notified if not needed. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  4. PRIOR TO MEETINGS • Essential to complete administrative tasks. • Notify all participants of the meeting and circulate an agenda. • Book a venue that can accommodate the required number of participants. • Load any files required for remote meetings. • Organise required equipments. • Organise water and refreshments if meeting is lengthy 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  5. Organisea translator if necessary • Organise travel and accommodation for any members travelling to the meeting from interstate. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  6. MEETING ROOM REQUIREMENTS • Meetings that are likely to exceed an hour or two, paying attention to the meeting environment can increase the likelihood of a successful meeting. • Organiser of meeting should consider • Suitable venue • Appropriate seating arrangements • Business equipment needed • Catering requirements 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  7. INFORMALMEETING 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  8. FORMAL MEETING 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  9. AGM 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  10. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  11. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  12. EQUIPMENT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  13. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  14. MEETINGCHECKLIST • All required equipment is in place and working (equipment tested prior). • Files are accessible for all members involved if it is a remote meeting. • Printers or electronic whiteboards have plenty of paper. • Reception is notified of the participants and room location, and asked to hold all calls unless urgent. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  15. Sufficient markers, dusters and flip-flop paper are available. • Notepads and pencils are available. • Air conditioning is set appropriately • Water and glasses are available • Copies of agenda and previous minutes. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  16. Notice put on door – advise meeting in progress. • Name tags are prepared, if face-to-face. • Information required for the meeting is available. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  17. ATTENDEES • Ice breaker - beneficial to get everyone involved. • First meeting - members need to know each other, understand selected project. • Measures lead can adopt to assist process; • Introducing themselves, provide a brief summary of their background and the skills they bring to the team 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  18. Outline and encourage discussion on the team charter • Collaborate with members to: • Formulate strategies, guidelines to achieve their charter • Develop action plan outlining responsibilities and timelines assigned. • Develop review process or both individual and team performance 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  19. LEADER An effective leader should: • Have all members turn off mobile phones. • Ensure that the meeting runs smoothly by enforcing correct meeting procedures. • Encourage discussion but remain impartial • Keep discussion focused 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  20. Ensure that no single person dominates discussions • Adhere to times set by the agenda • Reassign any tasks not covered • Summarise tasks to be completed for the next meeting 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  21. TEAM PROCESSES Turn-Taking Styles 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  22. CONTRIBUTION • Team leaders must be conscious level of participation of all members - everyone given chance to contribute. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  23. METHODS • Haphazard turns • Consecutive turns • Pausing between turns • Reformulating the previous turn • Leader summarises discussion 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  24. HAPHAZARD Haphazard turns include: • Anyone permitted to talk at any stage - interruptions acceptable • Controlled by loudest members, quieter members unable to voice opinions. Problem with method: • Opinions expressed, most vocal / not most appropriate. • Team not gaining benefit of all members experiences. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  25. CONSECUTIVETURNS Consecutive turns: • Provided with opportunity to express opinion without fear of interruptions. • Gives members (usually overshadowed by vocal members) chance to contribute. Method: • Very effective • Involves full participation. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  26. PAUSING Pausing between turns: • Based on haphazard turns • No interruptions permitted • Short pause time required, each member speaks • Provides reflection time on comments made • Gives members opportunity to present points of view confidently without fear 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  27. REFORMULATING Reformulating the previous turn: • Each member paraphrases previous members, before giving opinion • Interruptions mad in line with speaker – meant Method: • Ensures members listen very carefully 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  28. SUMMARISING Leader summarises discussion • Leaders stop discussion -certain times. • Present interruptions of discussion so far. Method: • Prevents discussion going off track. • Very effective when an overall picture of situation is required. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

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