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Chapter 9: Effective Meetings
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Meetings Are common Are costly Are not always productive
Contribute to organization’s culture
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Types of Meetings Information-sharing
Problem-solving or Decision-making Ritual activities
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Types of Meetings Virtual Meetings Teleconferences Videoconferences
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Planning Problem-Solving Meeting
When to Hold Meeting Task is beyond one person’s capacity Information Time Interdependent tasks
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Planning Problem-Solving Meeting
When to Hold Meeting More than one decision or solution Likely to have misunderstandings or reservations
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Planning Problem-Solving Meeting
Setting Agenda Topics covered in meeting Questions to ask: Tasks in meeting Important conversations Information to begin
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Planning Problem-Solving Meeting
Setting Agenda Agenda items Time, length, location Participants Background information
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Planning Problem-Solving Meeting
Setting Agenda Agenda items Items and goals Result-oriented Specific Realistic Pre-meeting work
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Planning Problem-Solving Meeting
Setting Agenda Order of agenda items
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Conducting Meeting Beginning Identify goals Provide background
Show how group can help Preview meeting Identify time constraints
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Conducting Meeting Conducting Business Parliamentary procedure
Use when: External audience interested in decisions Haste may obscure thinking Strong emotions
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Conducting Meeting Conducting Business Parliamentary procedure
Order of business Reading minutes Reports Unfinished business New business Motions
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Conducting Meeting Conducting Business Participation
Use Nominal Group Technique Have members take turns
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Conducting Meeting Conducting Business Participation Use questions
Overhead Direct Reverse Relay
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Conducting Meeting Conducting Business Keeping discussions on track
Remind group of time pressure Summarize and redirect discussion Use relevancy challenges Promise to address good ideas later
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Conducting Meeting Conducting Business Keeping positive tone
Ask questions Paraphrase Check understanding Allow for elaboration
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Conducting Meeting Conducting Business Keeping positive tone
Enhance value of comments Acknowledge idea’s merits Explain your concerns Build on idea or ask for suggestions Pay attention to cultural factors
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Conducting Meeting Concluding When to close meeting:
At scheduled closing time Group lacks resources to continue Agenda has been covered
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Conducting Meeting Concluding How to conclude Signal ending time
Summarize accomplishments and future actions Thank group
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Following Up Meeting Build agenda for next meeting
Follow up on other members Complete your assignments
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