Copyright c 2006 Oxford University Press 1 Chapter 11 Managing Group Meetings Importance of meeting procedures Reduces wasted time Helps members coordinate thinking Provides rules for all members to follow Balances members’ participation Helps uncover and manage conflict Helps group overcome obstacles
Copyright c 2006 Oxford University Press 2 Formal Meeting Planning Leader’s premeeting planning and preparation responsibilities Enough business to hold a meeting? Decide overall purpose of meeting Decide start and stop times Create agenda Consider appropriate leadership style Plan for space, materials, and resources
Copyright c 2006 Oxford University Press 3 Formal Meeting Planning Group members’ premeeting responsibilities Review agenda Prepare background information or data Come ready to work as a group
Copyright c 2006 Oxford University Press 4 Conducting the Meeting Leader’s meeting responsibilities Arrive early Start on time Present agenda as tentative Initiate and structure discussion Don’t monopolize or take sides Suggest appropriate decision-making procedure Manage relational issues as they arise
Copyright c 2006 Oxford University Press 5 Taking Minutes Minutes are a record of: Who was there What was discussed What was decided Who agreed to do what What the group plans to do next
Copyright c 2006 Oxford University Press 6 Meeting Space All group members should be able to hear and see one another If visuals are used, each member should be able to see them Nonparticipants should sit apart from group members Space should not be too large
Copyright c 2006 Oxford University Press 7 Using Visuals Helps group keep track of its process and progress Accurate reflection? Acknowledges members’ contributions Sparks creativity Provides record for the group
Copyright c 2006 Oxford University Press 8 Types of Visuals Agenda Brainstorming Mapping Clustering Matrixes Organizational diagrams Flow charts PERT charts
Copyright c 2006 Oxford University Press 9 Making Assignments Action statements of each assignment or responsibility Who? What? When? Make note to include on next agenda
Copyright c 2006 Oxford University Press 10 Ending the Meeting Review decisions made Plan for action Schedule next meeting Discuss tentative agenda
Copyright c 2006 Oxford University Press 11 Postmeeting Follow-Up Leader reviews minutes and distributes If needed, leader shares group’s actions with others Leader reviews actions to be taken Leader prepares next meeting agenda Leader analyzes the meeting’s effectiveness Members act on assignments
Copyright c 2006 Oxford University Press 12 Group Charter and Code of Conduct Group charter Describes goals or mission of group Help group decide what is important Provides direction for the group Code of conduct Describes individual-level and group-level appropriate behaviors Creates behavioral guidelines
Copyright c 2006 Oxford University Press 13 Meeting Obstacles Long meetings Unequal member involvement and commitment Formation of cliques Different levels of communication skill Different communicator styles Personal conflicts