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

Business Writing: Planning the Project/Report

Business Communication: Meeting/Group Discussion Skills

Meeting/Group Discussion Skills



What is a meeting?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.



“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 GevirtzChairman & CEO, Foothill Group



Time spent in meetingsTime spent in meetings

• Average professionals/managers >25%

• Upper- and middle-level managers >40%

• Some senior executives 4 days a week

(approx. 70%)



Why are meetings necessary?Why are meetings necessary?

• Rapid decision making

• Exchanging ideas & opinions

• Disseminating information

• Making staff feel involved

• Developing teamwork



Meeting behavioursMeeting behaviours

• Task Facilitating Behaviours

• Group Maintenance Behaviours

• Self-oriented Behaviours



Task facilitating behavioursTask facilitating behaviours

Initiating Giving/Seeking information/opinion Coordinating Setting procedure



Group Maintenance BehavioursGroup Maintenance Behaviours

• Encouraging

• Harmonizing

• Compromising



Self-oriented behavioursSelf-oriented behaviours

• Controlling

• Withdrawing

• Seeking attention

• Diverting

• Excluding

• Belittling

• Blocking



Duties of participantsDuties of participants

• Before the meeting• Prepare carefully

– Study agenda– Anticipate– List questions– Prepare your case



Duties of participants Duties of participants (cont’d)(cont’d)• During the meeting• Contribute positively

– Be punctual– Speak up– Follow agenda

• Listen actively– Look interested– Maintain eye contact– Welcome contributions



• After the meeting• Act promptly

– Deliver the goods

Duties of participants Duties of participants (cont’d)(cont’d)



Duties of chairpersonDuties of chairperson

Before the meeting:• Plan

– Why and what?

– Who?

– When and where?

• Inform– Notice of meeting

– Meeting agenda



Notice of meetingNotice of meeting

An announcement of • the TIME, • the DATE, • the PLACE, and • the PURPOSE.

Notice of meeting



AgendaAgenda

... shows • TOPICS• ORDER • TIME SCHEDULE (optional)



Functions of the agendaFunctions of the agenda

• Communicates expectations

• Acts as a control deviceMeetingobjectives

Agenda



Leve

l of

com

plex

i ty o

f i te

ms

Start of meeting End of meeting

Tropman’s Agenda BellTropman’s Agenda Bell



Duties of chairperson Duties of chairperson (cont’d)(cont’d)

Before the meeting:• Plan

– Why and what?

– Who?

– When and where?

• Inform– Notice of meeting

– Meeting agenda




During the meeting:• Maintain structure and

control• Start punctually• Restate purpose• Keep group focussed• Facilitate discussion



Skillful Use of QuestionsSkillful 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 ..?”

? ???

?




• Ensure written record kept– Appoint minutes taker



• 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 minutesFunctions of minutes



Minutes of meetingMinutes of meeting

• Narrative Style

• Resolution Style

• Action Style

Minutes of meeting



• Be concise

• Be accurate

• Be complete

• Be expressed in a form that satisfies all participants

• Convey the tone of the meeting

Effective minutes should:Effective minutes should:



To be effectiveTo 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.



A meeting is a place where people take minutes and waste hours.

Never let anyone say this Never let anyone say this about your meetingsabout your meetings

Documents

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