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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

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

11. 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

12. 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

13. 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

14. 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

15. 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