GENS 101-

Effective Team Management

 "Coming together is a beginning, staying together
is progress, and working together is success."
– Henry Ford

AUGUST 2022
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Agenda

• Meeting strategies for group work

• Conflict Resolution
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Why do teams need to meet?

Reading: Meeting Strategies for Group Work

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Project Meetings Types

Type Description Example
Kickoff Decide and make sure all team members 1st meeting to plan the
Meeting understand the objectives, procedures and problem statement
plans deliverable
Status Keep the team engaged and informed, and Regularly scheduled
Meeting ensure timely completion of action meetings
items/responsibilities
Contingency Focus on modifying plans due to needed Important part for the
Meeting adjustments [urgent] prototype will be delivered
2 weeks late

Review Examine the positive and negative aspects of Meeting before

Meeting an upcoming deliverable to finalize and enhance presentation
your performance on the deliverable
(adapted from Collazo, 2021)
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Planning and running a meeting

1. Before:
 plan the meeting:
who, what, when, where, and why

 prepare and send out an agenda

identifying issues to be discussed

 set up meeting room (F2F or online)

send out background information

(Meeting Strategies for Group Work)

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Planning and running a meeting

2. During:
 start on time
 make introductions of group members (1st meeting)
 clearly define roles
 review, revise, and order the agenda
 set clear time limits
 review action items from previous meeting
 focus on one issue at a time

(Meeting Strategies for Group Work)

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Planning and running a meeting

3. End:
 record final decisions/actions to be taken
 assign and set deadlines for the tasks
 set the date, place and time of the next meeting and develop a preliminary
agenda
 summarize and close the meeting positively
 clean up the room (F2F)
 prepare the group notes/minutes and distribute to members and others
who need to know
(Meeting Strategies for Group Work)
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What might help discussion and

decision making during meetings?
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Helpful meeting hints: Opening discussion

 state different perceptions of the problem
 brainstorm ideas - all ideas are encouraged and
accepted
 legitimize - show an understanding of how others
see the problem
 give examples
 propose potential solutions
 ask each individual for a possible solution
(Meeting Strategies for Group Work)
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Helpful meeting hints: Narrowing down the solutions

 ensure solutions address the issues
 evaluate solutions using criteria
 rank ideas in order of priority
 categorize solutions
 separate solutions based on "pros/cons"
 look for redundant and overlapping ideas
(Meeting Strategies for Group Work)
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Helpful meeting hints-Making decisions

Type Description
Majority Vote on a particular issue with the majority winning
Ranking Individually rank the ideas and the highest total/rank is selected
Consensus Discuss and negotiate decision until everyone agrees. After identifying a decision,
each member is asked to select one of the following responses:
1. I can say an unqualified “yes” to the decision.
2. I find the decision acceptable.
3. I can live with the decision, but I’m not especially enthusiastic about it.
4. I do not fully agree with the decision, but I do not choose to block it.
5. I do not agree with the decision, and I feel we should explore other options.
1, 2, 3, or 4= a consensus and are ready to move on

Combine Instead of eliminating one idea in favor of another, the group searches for
ideas possibilities of implementing both or combining them into one solution.
Mixture Use more than one approach to reach a decision. For example, use ranking to
narrow down choices and then consensus to finalize.
(Group Decision Making)
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What are some ways to resolve

conflict?
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Conflict Resolution Tips

 Listen first
 Remove your emotions
 Communicate clearly
 Agree on facts
 Offer compliments
 Preserve good relationships
 Identify the root cause
 Use nonverbal communication cues
 Show emotional intelligence
 Try to compromise
(Masterclass, 2021)
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References

Collazo, J. (Jan. 19, 2021).The Most Critical Types Of Project Management Meetings. Forbes.
https://www.forbes.com/sites/forbesbusinesscouncil/2021/01/19/the-most-critical-types-of-project-
management-meetings/?sh=2b8a6bb32345

Group Decision Making. Centre for Teaching Excellence, University of Waterloo.

https://uwaterloo.ca/centre-for-teaching-excellence/teaching-resources/teaching-tips/developing-a
ssignments/group-work/group-decision-making

Masterclass. (2021) How to develop successful conflict resolution skills.

https://www.masterclass.com/articles/how-to-develop-successful-conflict-resolution-skills

Meeting Strategies for Group Work. Centre for Teaching Excellence, University of Waterloo.
https://uwaterloo.ca/centre-for-teaching-excellence/teaching-resources/teaching-tips/alternatives-l
ecturing/group-work/meeting-strategies-help-prepare-students-group-work