MEETINGS

Lecture 6
Dr. Mohammed Kabirul Islam
 MEETINGS
• Gathering of
– Two or more people
– Having a discussion
– With a specific objective in mind
• Group meeting
– Meeting of three or more people
 GROUPS
• Formal: Task oriented group looking for
– Problem solution
– Course of action
– Recommendation
• Informal
– Casual meeting to interact without plan
 GROUP FORMATION
• Forming
– Group gets started. Orientation stage
• Storming
– Group members stake individual positions. Begin
to have conflicts and arguments
• Norming
– Group members work to solve problems and
recognize acceptable kinds of conduct
• Performing
– Group begins to achieve its goals
GUIDELINES FOR STARTING GROUP
• Agreement on purpose
• Personal compatibility
• Similarities in
– Abilities
– Personalities
– Economic status
– Physical attribute
• Either form formal or informal group
 PHASES IN PROBLEM SOLUTION IN
GROUPS
• Orientation
– Free flowing discussion
– People wander about orally asking questions

• Conflict
– Members offer opinion and evidence in support of
opinion
– Initial conflict occurs
– Resistance even to agreed upon task
 PHASES IN PROBLEM SOLUTION IN
GROUPS
• Emergence
– Open exchanges continue
– Members search for ways for truly solving
problem
– Compromise occurs
– Decrease in conflict, sincere movement toward
decreasing differences in opinion
• Solution
– Options have been discussed
– Criteria for measuring options have been reviewed
– Time to complete task and agree upon a solution
 TYPES OF MEETINGS
• Informal meetings
– Open statement by caller of meeting
– Discussion
– Members ask questions, learn, seek to understand
• Suggested solution meetings
– Exploratory meeting to review options or address
a problem
– All suggested and possible solutions are discussed
 STEPS FOLLOWED IN MEETINGS
• Background analysis: Phase starts when there
is a sense that there is a problem. May be
done in three steps:
– First: The problem, central issue or question
stated in affirmative tone
– Second: Problem defined, limited. Central issues
clearly defined, scoped
– Final: Collect facts on history of problem:
duration, symptoms, extent, cause and effects
 STEPS FOLLOWED IN MEETINGS
• Solution discovery
– Establish criteria for solution
– Attach weights to different criteria
– Brainstorm solutions
– List all possible solutions without judging their
merits and demerits
– Consider several alternative solutions from list in
light of stated criteria
 STEPS FOLLOWED IN MEETINGS
• Solution evaluation
– Evaluate alternative solutions in light of stated
criteria
– Test whether preferred solution will solve problem
– At the end
• A tentative solution may be selected
• Arrive at entirely new solution
• Have a solution which combines parts of several
solutions
• Choice of action: Finally
– Group recommends a solution and
– Choice of action
 LEADERSHIP STYLES FOLLOWED IN
MEETINGS
• Authoritarian: Leader
– Shows contempt regarding abilities of group
members
– Limit discussion
– Praise those who agree with his/her position
– Speak often and loadly
– Issue order and commands
 LEADERSHIP STYLES FOLLOWED IN
MEETINGS
• Democratic and participatory: Leader
– Listens to all points of views
– Group has final authority to decide on a course of
action
– Helps group to make best decision possible, rather
than force them into it
– Facilitates group discussion
– Invites minority opinion
– Evaluates unsupported generalizations
– Clarify vague statements
 PLANNING STEPS BEFORE MEETING
• Review problem and determine purpose
• Decide who should participate
• Arrange for meeting
– Date
– Time
– Place
• Create agenda: What will be covered in meeting
• Distribute announcement for meeting
• Check physical arrangement
– Seating pattern
– Materials needed
– Visual aids
 PROCEDURES DURING MEETING
• Begin with opening statement and state the
problem
• Stimulate discussion encouraging all to
participate and get their views
– Keep atmosphere of goodwill
– If meeting becomes tense and hostile, keep calm
– Indicate importance of problem
– Assist in discussion and possible solutions
 PROCEDURES DURING MEETING
• Understand role of participants who may
include the following type:
– Reluctant non-participatory member
– Know-it-all
– Long winded speaker
– Erroneous member
– Member showing personal animosity
• Interpret data for solution evaluation: State
– Major conclusions reached in meeting
– Any plan of action considered
FOLLOWUP AFTER MEETING IS OVER

FOLLOWUP AFTER MEETING IS OVER

 PARTICIPANT ROLES IN MEETING
• Organizer
• Clarifier
• Questioner
• Factual contributor
• Energizer
• Idea creator
• Conflict tester
• Conciliator
• Helper of others