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Chapter 9

Chapter 9. Effective Meetings. Types of meetings. Information-sharing meetings Problem-solving or decision-making meetings Ritual activities Virtual meetings Teleconferences Videoconferences. Planning a Problem-solving Meeting. When to hold a meeting

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Chapter 9

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  1. Chapter 9 Effective Meetings

  2. Types of meetings • Information-sharing meetings • Problem-solving or decision-making meetings • Ritual activities • Virtual meetings • Teleconferences • Videoconferences

  3. Planning a Problem-solving Meeting • When to hold a meeting • Is the job beyond the capacity of one person? • Are individuals’ tasks interdependent? • Is there more than one decision or solution? • Are misunderstandings or reservations likely?

  4. Setting an agenda • Time, length, location • Participants • Background information • Items and goals • Pre-meeting work

  5. Conducting the meeting • Identify the goals of the meeting • Provide necessary background information • Show how the group can help • Preview the meeting • Identify time constraints

  6. Parliamentary Procedure • A set of rules that governs the way groups conduct business and make decisions in meetings • When to use: • When a group’s decisions will be of interest to an external audience • When haste may obscure critical thinking • When emotions are likely to be strong

  7. Order of business • Reading of the minutes • Reports • Unfinished business • New business

  8. Motions • A motion is a specific proposal for action • * once introduced a motion must be seconded by someone other than its sponsor

  9. Participation • Nominal group technique (NGT) • Have members take turns • Use questions • Overhead questions • Direct questions • Reverse questions • Relay questions

  10. Keeping Discussions on Track • Remind the group of time pressures • Summarize and redirect discussion • Use relevancy changes • How does this idea relate to the topic at hand? • Promise to deal with good ideas later

  11. Keeping a Positive Tone • Ask questions and paraphrase to clarify understanding • Enhance the value of a members’ comments • Pay attention to cultural factors

  12. Concluding the Meeting • When to end the meeting: • When the scheduled time has arrived • When the group lacks the resources to continue • When the agenda has been covered

  13. How to Conclude a Meeting • Signal when time is almost up • Summarize the meeting’s accomplishments and future actions • Thank the group

  14. Meeting Follow-up • Build the agenda for the next meeting • Follow-up on other members • Take care of your own assignments

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