Dynamics of Meetings - Workgroups

Engineering
EThICS Technology, Intelligence
ENGINEERING
Consulting & Systems

EThICS 903.029.00

ORGANIZATIONAL STRATEGY
- Dynamics of Meetings - Workgroups -

Antonio Sallum Librelato - Director – EThICS Engineering - January - 2013

23-Jan-13 Intellectual Property of EThICS Engineering 1

Engineering
ENGINEERING

EThICS 903.029.00

ORGANIZATIONAL STRATEGY
- Dynamics of Meetings - Workgroups -
PURPOSES OF THE MODULE PLANNING AND EXECUTION OF MEETINGS
Phase of Preparation
INTRODUCTION Definitions
Classes of Meetings Support
Coordination
MEETINGS OF WORKGROUPS Phase of Execution
Purposes Starting
Participants Development
Organization of Phases Conclusion
Etiquette Phase of Monitoring and Control
Pitfalls and Difficulties Elaboration of the Minutes
Lack of Objectivity Monitoring of Actions and Results
Indiscipline
Demotivation APPENDICES
Disorganization References
EThICS Engineering

Antonio Sallum Librelato - Director – EThICS Engineering - January - 2013


EThICS
ENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS
EThICS 903.029.00 [EE_903.012.01]

Purposes of the Module
The main purposes of this module are:
Show elements of meetings of working groups.
Present aspects of organization, etiquette, pitfalls and difficulties of
meetings of working groups.
Establish the main steps and activities for the planning and execution of
meetings of working groups.


EThICS
EThICS 903.029.00 INTRODUCTION [EE_903.012.01]

Classes of Meetings
Family.
Friends.
Condominium.
Groups with Personal Common Interest.
Political Associations.
Community Associations.
Professional Associations.
Working Groups.

Each meeting type has its own characteristics and purposes.


EThICS
EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01]

Purposes of Meetings
Communication of information and decisions.
Review of projects, activities and results.
Collection of information and points of view to support decision
making.
Understanding of problems.
Brainstorm of ideas and solutions.
Planning and scheduling of activities.
Lectures, training and guidance.
Seminars.
Workshops.


EThICS

Participants
Coordinator, Moderator, Organizer, Leader.
Secretary.
Presenter, Speaker, Trainer.
Collaborators.
Listeners, Students, Trainees.


EThICS

Organization of Phases
The work meetings, by frequency, duration and purpose, can mean
high costs and require special care, covering three periods:
Before the meeting: Preparations.
During the meeting: Execution.
After the meeting: Monitoring and Control.


EThICS

Etiquette
Meet schedules and work plans.
Avoid external interruptions.
Listen before you speak.
Everyone should have their opportunity and their time to speak,
depending on the type of meeting and the contribution to be given.
Everyone must speak in turn, avoiding interrupting the speech of
others.
Be prepared, because:
Objectivity is gold,
Synthesis is silver, and
Clarity is diamond.


EThICS

Etiquette
Create and maintain the environment of trust, solicitude and respect
for individuality and diversity.
Avoid personal bias.
Meet the common interests.
Anyone who has doubts should ask, who knows must teach.
By voting, be based on knowledge and ethics.
If dissent, respect the consensus and commit to the decision.


EThICS

Pitfalls and Difficulties
Lack of Objectivity:
Theme poorly defined, lack of goals, misuse.
Personal unprepared.
Excessive formalism or excessive informality.
Indiscipline:
Disobedience to time, faults, undue interruptions.
Fights, attacks and imposition of personal opinions.
Authoritarianism, domination.


EThICS

Pitfalls and Difficulties
Demotivation:
Lack of fairness and equal opportunity.
Inconsequence.
Apathy and antipathy.
Disorganization:
Lack of coordination, leadership and communication.
Lack of adequate resources.
Lack of planning.
Excessive duration.
Attendance undue or unnecessary.


EThICS
EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01]

Definitions:
Theme, purpose and goals.
Frequency, date, time, location, duration, intervals.
Participants and their roles.
Assessment of the current status of the project or program.
Agenda: themes, speaker, sequence, time, duration.
Resources needed:
Furniture, tools, audio-visual resources, communication media, printed
materials, transportation, lodging.
Support to participants' comfort (food and beverage, air-conditioning, lighting
...).


EThICS

Support:
Preparation of presentations.
Publication of printed materials.
Preparation of the convocation of participants.
Coordination:
Confirmation of schedule (dates and times) and attendance of
participants.
Confirmation of availability of resources and reserves.
Ensuring that everything is according.
Preparation of list of attendance.
Distribution of the summons and of the support material.


EThICS

Phase of Execution
Initiation:
Activation of resources for audiovisual, communication, lighting and air-
conditioning.
Verification of attendance and quorum.
Accommodation of the participants.
Opening of the meeting :
Greetings and introductions.
Presentation of theme, purpose and goals.
Circulation of attendance list.
Reading of minutes of previous meeting.
Briefing of status of project or program.
Specific Instructions.


EThICS

Phase of Execution
Development:
Speech of Leader/Coordinator.
Talking of Speakers.
Talking of the other participants.
Questions, answers and clarifications.
Presentation of ideas and results:
Replies and rejoinders.
Voting.
Summary of findings, conclusions.
Explanation of consensus and dissent.
Actions to take.


EThICS

Phase of Execution
Termination:
Theme and date of next meeting.
Completing the current work and reading of the minutes.
Thanks and farewell.
Gathering of attendance list and materials, equipment and systems
shutdown, check-out and disposal of evidences left.


EThICS

Phase of Monitoring and Control
Drafting of Minutes:
Use of model of minute.
Advantages and disadvantages of using minutes.
Appropriate language.
Review and approval.
Distribution.
Monitoring and Control:
Communication with responsible for actions.
Confirmation and communication of execution and results.


EThICS
EThICS 903.029.00 APPENDICES

References
[EE_903.012.01] LIBRELATO, A. C. EThICS 903.012.01: Dinâmica de Reuniões. Junho,
2004. 17 p.


Engineering
ENGINEERING

EThICS 903.029.00 APPENDICES

SERVICES
Consulting
Assessory
Study, Analysis & Diagnostic
Planning
Research & Development
Deployment
Training
Mentoring
ENGINEERING ORGANIZATIONAL
& TECHNOLOGY AREAS OF ACTION STRATEGY
Antonio Sallum Librelato – Director
+5512 3941 8277 – a.sallum@uol.com.br – skype: a_sallum1
Profile: http://www.linkedin.com/in/sallum
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Dynamics of Meetings - Workgroups

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