Chapter9.meetingessentials
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This document discusses different types of meetings, meeting styles, and tips for effective meetings. It describes various types of meetings including staff meetings, status meetings, one-on-one meetings, management meetings, board meetings, and ad hoc meetings. Meeting styles can be informal, formal, or electronic. Effective meetings involve planning, having clear objectives, keeping discussions on topic, and following up on assignments. Participating effectively means being prepared, engaged, and respectful of others.
Chapter9.meetingessentials
- 1. PSYC 126 PERSONALITY ENHANCEMENT Chapter 9 MEETING ESSENTIALS Meeting Is a formal (or informal) assembly of two or more individuals who come together to discuss one or more topics. To share information, assign tasks, discuss issues, make decisions, solve problems, and plan for the future. Can be very productive or they can be a waste of valuable time. Types of Meetings 1. Staff or Team Meetings Called by a team leader or manager for those who report to that manager either directly or indirectly. Often held on a regular basis to keep the lines of communication open within the team or work unit. Encourage two-way communication and are often used to pull together information for decision making, communicate problems or solutions, and provide focus for the team. A team meeting could involve a team leader and four team members, while a staff meeting could involve a whole department or an organization’s entire workforce. 2. Status Meetings Provides current information about something that is ongoing. Typically called and led by a team leader, supervisor, line leader, or some other person in charge. Generally involves one-way communication. 3. One-on-One Meetings Most frequent workplace meetings. Can take place between coworkers, supervisors and their direct reports, employees and suppliers, or other combinations. May be informal or formal. Can take place electronically as well as in person. 4. Management Meetings Meetings at which management or administrative staff from various levels in the organization gather to report on their areas of responsibility and learn about new policies, procedures, and challenges. Usually held on a regular basis. 5. Board Meetings Meetings held for administrative purposes. These formal meeting involve members of boards of directors of corporations or organizations or elected officials of a government entity, such as a school board. A board of directors is an elected or appointed body that oversees the activities of a company or organization. Board of trustees or board of governors, or simply the board. Held at definite intervals (monthly, quarterly, etc.) to consider policy issues and discuss major problems. 6. Ad Hoc Meetings Ad hoc is a Latin phrase which means “for this purpose.” Called to address a specific issue or situation. Once the task is complete, the committee disbands. Temporary basis May meet only one time or several times, depending on its purpose. Frequency of Meetings 1. One-Time Meetings Can be held for several hours, an entire day, or span several days. May involve a few individuals or an entire global workforce. 2. Recurring Meetings Held periodically—every week, twice a month, once a month, every year, and so on. 3. Series Meetings Similar to a recurring meeting, but the details differ at each meeting. Held at the same time each month but the topic discussed varies. Popular because they encourage individual input in an informal setting, build team spirit, and strengthen the knowledge base of employees. Meeting Styles 1. Informal Meetings Staff meetings, team meetings, and status meetings. Sometimes held in conjunction with breakfast or lunch to make the best use of workers’ time. Provide an opportunity to exchange information and to identify and solve problems. Serve as a forum for decision making by consensus. Require planning, an agenda, and follow-up. Agenda is a list of topics to be addressed at the meeting. Follow-up usually involves the need to take action and/or send a meeting summary to all participants. a. Impromptu Meetings Typically occur when people meet spontaneously and have a conversation about business matters. Setting may be a hallway, lunch or break room, elevator, stairway, or even a restroom, could take place everywhere. b. Stand-up Meetings Held daily to provide a status update to the team members. Some team meets daily around a workstation or form a circle in an open area. Making commitments to each other as a team is the most important goal of daily stand-ups. Usually held at the same time and place every workday and are typically short (5 to 15 minutes). Held standing up to remind the participants to keep to the point.
- 2. 2. Formal Meetings Structured event Requires extensive planning and has a predetermined list of topics that will be discussed, along with a set of objectives to be achieved at the meeting. Typical for public meetings, board meetings of elected officials, corporate officer meetings, stockholder meetings, union meetings, and other large-scale meetings. Follows an established set of rules. Minutes, the written record of what takes place at the meeting, are distributed to participants and in some situations made available to the public. 3. Electronic Meetings Means of saving time, reducing travel costs, and improving collaboration among employees who do not work in the same location. a. Voice and Video Chat Made possible through chat software. Enable people connected electronically throughout the world to have an actual conversation with someone or even chat face to face almost free of charge. b. Teleconferencing Enables two or more people to hold a meeting via a telephone or a network connection. c. Videoconferencing Also known as a video teleconferencing. Brings people at different sites together for a meeting where they can see still or real-time video images of each other. 4. Web Conferencing Used to conduct live meetings or presentations over the Internet. A webinar (short for web-based seminar) is a specific type of web conference that refers to a lecture, presentation, workshop, or seminar transmitted over the Web. Participating in Meetings Be present Be prepared Be participatory Following Up TIPS FOR ATTENDING MEETINGS Review these tips before you attend a meeting: Be alert; look confident and interested. Be courteous to other participants and to the leader. Be respectful of the thoughts, ideas, and opinions of others. Be willing to share your ideas. Don’t interrupt the comments of others. Don’t monopolize the discussion—others have important ideas too. Don’t make critical remarks about the thoughts and opinions of others. Don’t be defensive if others don’t agree with your ideas. Plan the Meeting Clearly Identify Objectives Determine the Participants Determine Time, Place, and Equipment Needed Prepare the Agenda Conduct the Meeting Start on Time Enlist the Help of Others o Timekeeper o Note taker o Whiteboard Wrangler Discuss the Agenda Items o Encourage everyone to contribute. o Allow only one person to speak at a time. o Keep the discussion on track. o Maintain order. TIPS FOR CONDUCTING MEETINGS Review these tips before you conduct a meeting: Have a good reason for calling the meeting. Begin and end on time. Keep comments limited to the topic being discussed. Encourage everyone to participate, including those participating electronically. Allow only one person to speak at a time. Assign further study by an ad hoc group if a discussion stalls. Make sure comments and discussions address issues, not personalities. Do not take sides or show favoritism. Do not permit private discussions. Summarize all decisions and assignments. Close on a positive note. Close the Meeting Summarize Actions and Responsibilities Ask for Evaluation Feedback Follow-Up Activities Distribute a Summary or Minutes Evaluate the Effectiveness Verify that Assigned Duties are Underway Reference: Masters, L.A., et al. (2011). Personal Development for Work and Life. Cengage Learning Asia Pte. Ltd. Prepared by: Mrs. Maria Angela L. Diopol Instructor