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Meeting Management

Meeting Management. “If you don’t like ambiguity and uncertainty, don’t study communication.” PGC. 1. Functions of an Effective Committee. Equalize participation in decision-making Demonstrate preference Represent social diversity & diverse opinions Make decisions Exert influence.

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Meeting Management

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  1. Meeting Management “If you don’t like ambiguity and uncertainty, don’t study communication.” PGC Small Group Communication

  2. 1. Functions of an Effective Committee • Equalize participation in decision-making • Demonstrate preference • Represent social diversity & diverse opinions • Make decisions • Exert influence Small Group Communication

  3. 2. Why are groups ineffective? • Low salience issues • Lack of focus • Unclear role (Information giving vs.. Decision-making) • Tasked with the wrong job • Poor communication • Role imbalance Small Group Communication

  4. 3. Tools for Effective Decision-Making • Agenda Integrity • Temporal Integrity • Fraction Rules Small Group Communication

  5. Agenda Integrity • There is an agenda • Introverts • Extroverts • All agenda items are discussed • Items not agenda are not discussed • Use the “parking garage” • Use the “dinger” Small Group Communication

  6. Temporal Integrity • Begin on Time (Lock the door) • End on Time • Keep to Agenda Schedule • Have a Long-range Schedule • Work backwards from end state • Build in check points • Create feedback loops • Build in “slack time” Small Group Communication

  7. Fraction Rules • Rule of halves • Rule of 3/4s • Rule of thirds • Part 1: Item Difficulty • Part 2: Breaks Small Group Communication

  8. 4. Critical Group Roles • Facilitator • Administrator • Member • Ex-officio Small Group Communication

  9. Synthesizes political and intellectual material (What & who) Plans/designs meeting process Listens clarifies & integrates info. Demonstrates flexibility and adaptability Keeps group focused Selects appropriate technology Develops/asks the right questions Manages conflict/negative emotions Encourages and supports multiple perspectives Presents information clearly Directs/manages meetings (agenda & temporal integrity) Facilitator Role Small Group Communication

  10. Administrator Role • Get agenda out • Generate/coordinate follow-up reports • Check on member’s assignments • Set stage for meeting Small Group Communication

  11. Comes prepared Listens clarifies & integrates info. Demonstrates flexibility and adaptability Maintains group focused Moves discussion along Expresses & represses appropriate reactions Develops/asks the right questions Manages conflict & negative emotions Encourages and supports multiple perspectives Presents information clearly Member Small Group Communication

  12. 5. Shaping the Agenda • Recording Mechanism • Minutes • Reports (Executive Summary) • The Bell-Shaped “Ideal” Meeting Small Group Communication

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