2. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Meeting/Group Discussion Skills

3. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills What is a meeting? A gathering of two or more people who interact face to face, verbally and nonverbally, to achieve an expected outcome, and are interdependent on each other.

4. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills “It’s almost like giving me a hidden TV camera in their office. My employees start to forget I’m there - and that’s good. I try to watch for signs that they can manage other people and information, that they can think. How did they prepare? Do they understand what I’m trying to accomplish when I’m leading a meeting and can they help me get there? I can tell a great deal about leadership capacity simply watching an employee attend a meeting.” Don Gevirtz Chairman & CEO, Foothill Group

5. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Time spent in meetings Average professionals/managers >25% Upper- and middle-level managers >40% Some senior executives 4 days a week (approx. 70%)

6. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Why are meetings necessary? Rapid decision making Exchanging ideas & opinions Disseminating information Making staff feel involved Developing teamwork

7. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Meeting behaviours Task Facilitating Behaviours Group Maintenance Behaviours Self-oriented Behaviours

8. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Task facilitating behaviours l Initiating l Giving/Seeking information/opinion l Coordinating l Setting procedure

9. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Group Maintenance Behaviours Group Maintenance Behaviours Encouraging Harmonizing Compromising

10. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Self-oriented behaviours Controlling Withdrawing Seeking attention Diverting Excluding Belittling Blocking

11. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of participants Before the meeting Prepare carefully –Study agenda –Anticipate –List questions –Prepare your case

12. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of participants (cont’d) Duties of participants (cont’d) During the meeting Contribute positively –Be punctual –Speak up –Follow agenda Listen actively –Look interested –Maintain eye contact –Welcome contributions

13. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills After the meeting Act promptly –Deliver the goods Duties of participants (cont’d)

14. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of chairperson Before the meeting: Plan –Why and what? –Who? –When and where? Inform –Notice of meeting –Meeting agenda

15. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Notice of meeting An announcement of the TIME, the DATE, the PLACE, and the PURPOSE. Notice of meeting

16. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Agenda... shows TOPICS ORDER TIME SCHEDULE (optional)

17. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Functions of the agenda Communicates expectations Acts as a control device Meeting objectives Agenda

18. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Level of complexity of items Start of meeting End of meeting Tropman’s Agenda Bell

19. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of chairperson (cont’d) Before the meeting: Plan –Why and what? –Who? –When and where? Inform –Notice of meeting –Meeting agenda

20. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of chairperson (cont’d) During the meeting: Maintain structure and control Start punctually Restate purpose Keep group focussed Facilitate discussion

21. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Skillful Use of Questions To encourage participation –“What is your reaction...?” –“How do you feel about..?” To get contributions from quiet members –“We haven’t heard from John yet. John, how do you feel about this?” To control members who talk too much –“Yes, we all take your point on that but I think another perspective will only help. Has anyone here got any other ideas?” To reach mutual understanding –“ Let me see if I understand your position. Are you saying that...?” –“I’m not sure I understand. Do you mean that..?” ? ? ? ? ?

22. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Duties of chairperson (cont’d) Ensure written record kept –Appoint minutes taker

23. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills To provide a permanent written record of the proceedings. To remind participants of what happened at the meeting. To provide a basis for discussion. To help those not present at the meeting to understand what took place. Functions of minutes

24. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Minutes of meeting Narrative Style Resolution Style Action Style Minutes of meeting

25. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills Be concise Be accurate Be complete Be expressed in a form that satisfies all participants Convey the tone of the meeting Effective minutes should:

26. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills To be effective...meetings must be more than a mere congregation of bodies … minds, knowledge and experience, and clear objectives must also join forces. A meeting is effective when it achieves its objectives in a minimum amount of time to the satisfaction of the participants.

27. Business Writing: Planning the Project/Report Business Communication: Meeting/Group Discussion Skills A meeting is a place where people take minutes and waste hours. Never let anyone say this about your meetings