Qualification : Food and Beverage Services NC II

Module Title : Participating in workplace communication

Learning Outcome No. 2 : Participate in workplace meetings and discussions

Assessment Criteria

1. Team meetings are attended on time.

2. Own opinions are clearly expressed and those of others are listened to without
interruption.

3. Meeting inputs are consistent with the meeting purpose and established protocols.

4. Workplace interaction are conducted in a courteous manner appropriate to cultural

background and authority in the enterprise procedure.

5. Questions about simple routine workplace procedures and matters concerning conditions
of employment are asked and responded to.

6. Meeting outcomes are interpreted and implemented.

Resources

1. Writing materials

2. References

3. Manuals

4. Telephone

5. Electronic gadgets

Reference

Managing Teams, Robert Heller, Dorling Kindersley Limited, London, Copyright @ 1998.
LEARNING OUTCOME NO. 2: Participate in workplace meetings and discussions.
Learning Activities
 Have students listen or read a selection and
record important information. Provide tips on
noting details.
 Present and discuss the dos and don’ts in
asking and responding to questions.
 Discuss the courtesy to be employed in work-
place interactions.
Special Instructions/Outcomes
 Have the students record important informa-
tion in writing exercise.
 At the end of the session, the students must
be able to note important details of a written
document.
 Working with a partner, have the students
practice asking and responding questions
about the workplace.
 The students must be able to ask and answer
questions clearly and concisely.
 Role play the various interactions in the
workplace.
 The students must be able to demonstrate
courtesy at all times in the workplace.
 INFORMATION SHEET NO. 1

Running Team Meetings

Making team meetings effective is a major test of leadership skills. The key to
holding a productive meeting is to involve everybody actively in the proceedings.
Ensure that team members understand the purpose of each meeting and what is
expected of them.

Fulfilling your Purpose

Meetings should always have a clear purpose over and beyond the exchange of
information. Determine the purpose of each meeting carefully – for example, is it
to plan future action, or discuss a new recruit? Draw up an agenda listing the
points to be discussed and distribute this in advance of the meeting so that people
know why they are attending and can gather their thoughts beforehand. Lead the
discussion and make your purpose clear but aim to achieve consensus within the
team.

Considering Frequency

Team and progress meetings should be held at least once every two weeks, so that
the group’s plans and deadlines stay clear in everyone’s mind and the
communication lines remain open. Other types of meeting, such as confidential
one-to-ones, focus groups, work-outs, and reporting meetings that are aimed at
solving or discussing specific problems should be held as and when required.

Pacing Meetings

When running a meeting, pace yourself with the aid of a pre-prepared agenda.
Group similar topics together on the agenda to avoid repetition, allocate a time
limit to each point to be discussed, and adhere to it strictly. Ask for ideas to be
 prepared in advance to save time in the meeting. Start proceedings promptly and
keep them moving – 75 minutes is enough go over most agendas, and people lose
concentration beyond that length of time. Encourage everybody to have their say,
subject to relevance and reasonable brevity, as the livelier a meeting, the more
creative ideas are generated.

Matching Purpose to Meeting Type

Meeting Type Characteristics

 Team Meeting (regular  Indispensable for teamwork, allows everyone a chance

update meeting for the to find out how other team members are progressing;
whole team)
 Run freely by team leader to allow fruitful discussion.
 Focus Group (meeting of  Ideal for problem solving as all the people involved
subgroup with specific know the issues at stake and discuss them from an in-
knowledge) formed point of view;
 As everyone is well-informed, does not require a leader.
 Progress Meeting (regu-  To set agenda at start of day or week;
lar update meeting for
 Used to review and alter agenda for a set period of
subgroup of team)
time;
 Run tightly by team leader to maximize time usage.
 One-to-One (private  Can be formal or informal;
meeting held between
 May cover any topic, work-related or personal including
two people)
confidential matters, which may not be recorded.
 Work-out Meeting  For examining and improving work methods and pro-
(meeting of whole group cesses;
to study work methods)
 Involves a free discussion across the whole team;
 Generates practical, quick solutions to problems en-
countered.
 Reporting Meeting  Allows the spread of information among team mem-
(meeting to spread spe- bers;
cific information to
 Meeting is run by the presenter of the information;
team)
 Team leader acts as chief inquisitor to verify informa-
tion.

Source
Heller, Robert. Managing Teams. Dorling Kindersley, London. C.1998 p. 38-39

SELF CHECK
After the undergoing the learning activities, the following checklist may be used. Put
a checkmark on the space corresponding to your response:

Some-
Action Never Often Always
times

1. Do I attend team meetings on time?

2. Are own opinions and those of others

clearly expressed and listened to
without interruption?

3. Are meeting inputs consistent with the

meeting purpose and established
protocols?

4. Are workplace interactions conducted

in a courteous manner appropriate to
cultural background and authority in
the enterprise procedure?

5. Are questions about simple routine

workplace procedures and matters
concerning conditions of employment
asked and responded to?

6. Are meeting outcomes interpreted and

implemented?

FEEDBACK
Comments and suggestions from teacher and other trainees may be used as feedback to self-
check.

PERFORMANCE CRITERIA

Criterion Yes No

1. Team meetings are attended on time.

2. Own opinions are clearly expressed and those

of others are listened to without interruption.

3. Meeting inputs are consistent with the meeting

purpose and established protocols.

4. Workplace interaction are conducted in a

courteous manner appropriate to cultural
background and authority in the enterprise
procedure.

5. Questions about simple routine workplace

procedures and matters concerning conditions
of employment ae asked and responded to.

6. Meeting outcomes are interpreted and

implemented.

SELF ASSESSMENT TEST

Fill in the blank with the correct word or phrase.

1. Making team meetings effective is a major test of __________skills.

2. Meeting should have a clear __________beyond the exchange of informa-
tion.
3. The __________ must be provided in advance so that members can gather
their thoughts.
4. Discussions can be lively but __________ must be achieved within the group
members,
5. When meetings exceed __________ minutes, members lose their concentra-
tion.
6. Meetings should be held at least __________ every two weeks.
7. __________ are private meetings held between two people.
8. The __________ meeting is a regular update meeting for the whole team.
9. As everyone is well informed, the __________ does not require a leader.
10. The __________meeting is convened to provide specific information to the
team.

Answer Key:

1. leadership 6. once
2. purpose 7. One-on-one
3. agenda 8. regular
4. consensus 9. Focus Group
5. 75 minutes 10. reporting