Strategies for Successful Business and Group Meetings. Chapter No. 17 11th Lecture By: Saif Bukhari

PREVIEW Background information on groups Participant Responsibilities in Meetings Leadership Responsibilities in meetings Solving Problems in Meetings or Groups Purposes and kinds of Meetings Background information on groups

BACK GROUND INFORMATION ON GROUPS Group Meeting: Purposive discourse between two or more people Types of Group meeting Informal Group Unplanned, free flowing meetings or get togethers for social purposes which may later develop into formal meetings Formal Group These are task oriented groups, often search for solution to problems, look for a course of action, make recommendations to a higher authority

FORMATION OF GROUPS forming Orientation phase Group tries to get started Storming Members begin to stake out their positions; they begin to have conflicts and arguments Norming Progress begins here. Members work to solve conflicts and recognize acceptable kinds of conduct Performing Here the group begins to achieve its goals

Phases of Problem Solving Orientation Discussions are free flowing, questions are numerous conflict Members offer their opinions, evidence to support At this stage conflicts occur Emergence Open exchanges continue; search for solution starts, compromises occur Solutions Positive attitude, now is the time to complete the task and agree upon a solution

PURPOSES AND KINDS OF MEETINGS seek to clarify, to make something clear, to give information Informational meetings This meeting occurs to evaluate the suggested solutions to a problem Suggested solution meetings Groups try several attempts to find a solution The course to reach a solution is unique to every group Problem Solving Meetings

Authorization for a Committee Methods of Solving problems in Meetings The information comes from an authorized person which asks you to form a committee The above should include who, what, when, where and why Methods of Solving problems in Meetings Background analysis Solution discovery Solution Analysis Choice of action

Methods of Solving problems in Meetings Background Analysis State the problem or question in an affirmative tone Define and limit the problem Collect facts on the history of the problem Solution discovery Establish Criteria List possible solutions through brainstorming Solution Discovery Arrive at a solution Work on the pros and cons of all the previous solutions listed Use rational approach Choice of action This is the execution phase, where we keep in mind timelines and costs involved

LEADERSHIP RESPONSIBILITIES IN MEETINGS Kinds OF leadership LEADERSHIP RESPONSIBILITIES Planning steps before the meeting Procedures during the meeting Follow up after the meeting

Kinds of leadership Authoritarian Shows contempt of some members Dominates the discussion Praises those who agree with him Speaks often and loudly Issues orders and commands Suggests that he has authority

Kinds of leadership Leaderless Shared leadership Allows high ability people to run the meeting This is rarely beneficial as someone to guide should be avialable

Kinds of leadership 3. Democratic / Participative Goal is to help the group to make the best possible decision Others are listened and are given authority to conclude Facilitate productive discussions Invite minorities Clarify unclear (unclear) statements

Leadership responsibilities Steps before the meeting Review the problem and determine the precise purpose Decide who should participate Arrange for meeting date, Time and place Create an agenda Distribute the announcement for the meeting Check on physical arrangements Procedures during the meeting Begin with an opening statement Stimulate discussion Understand the roles of the participants Interpret data for solution evaluation State the major conclusions and plan of action Follow up after the meeting Distribute info. Share point of actions with responsible person’s names Keep track of all meetings being held for this problem

PARTICIPANT RESPONSIBILITIES IN MEETINGS Preparation for meetings Do your homework, Collect information, check data, confirm conclusions Be over-prepared Effective participants roles in meetings Organizer Clarifier Questioner Factual contributor Energizer Idea creator Critical tester Conciliator Helper of others