An ineffective meeting brings together a group of the unfit, appointed by the unwilling to do the unnecessary!

Meetings and Group Discussions

Topics to be discussed:
When to hold a meeting Kinds of Group events Working with Groups-Size &

Tasks Creating Agenda and Minutes Planning Meetings Routine Decision Making Meetings Leading a group meeting Structure a meeting Conducting a meeting Tension and conflict Group-think Rules and Norms of Group

Moose Corporation
Concerned about the rise in production costs and competitor activities PDM, Participative Decision Making Sent a memo to all employees to participate in an all-day retreat at Homestead Resort 20 miles away No specific proposals were expected but just share input Entire company was shut down on Friday and all 126 employees were invited Formed random 12 member buzz groups No one including Matt could describe what was accomplished!

When to hold a Meeting and when not to!

Dont overuse Meetings Never let meetings be a substitute for action Count the Cost

Average Salary of an Executive=Rs.300,000 Per hour Salary = Rs.1250

A FOUR hour meeting can cost Rs.5000 in Direct Labor Cost

Kinds of Group Events

Routine Meeting

Participative Management Meeting

Project Group Meeting Conference

Working with Groups-Group size

Advantages of a Large Group
More variety of skills and abilities
Greater help available in

accomplishing tasks Opportunity to meet people and interact Opportunity for individual anonymity

Working with Groups-Group size

Disadvantages of Large Groups
Sub-groups Unequal participation Lesser time to participate Domination by talkative few

Greater demand on the leader

Greater trouble in achieving

consensus

Working with Groups-Group Tasks

1.

Additive

Greater output=Effective groups performance

2.

Disjunctive

Productivity depends on competent member

3.

Conjunctive

Output depends on each member

Creating an Agenda
A good meeting agenda will serve

as a guide to participants, making the meeting more efficient and productive. Every meeting need to have one, if possible to be provided in advance Determine who should receive a copy, information and participation Prioritize items on the agenda

Agenda Template
Header may include: Organization Name Group Meeting Agenda Location Date Starting and Ending Time Body may include: Welcome/Introductions/Warm-up Activity Approve/adopt previous Meeting Minutes Announcements Time and agenda of next Meeting

How to Record Minutes of Meeting

Meeting minutes are a record of what happened

at a meeting. Are not only for participants but also future reference Take note of participants Use agenda as a outline Take down any motions or decisions during the meeting Use bullets Make note of decisions left for futute meeting

Minutes of Meeting Template

Name of Organization Board Meeting Minutes: Month Day, Year Time and location Present & Absent Participants, Name board members in attendance Proceedings:
Meeting called to order at (time) by (person, usually chair) Minutes from (prior meeting date) amended and approved. Subcommittee Reports (highlights of information presented and

discussions had) Any action taken. For instance, MOTION to (do action); seconded and passed. Meeting adjourned at (time)
Future Business: conversations that were tabled until next time, possible agendas for upcoming meetings, assignments that board members have taken on

PLANNING MEETINGS RULES FOR SETTING GROUP MEETINGS 1. TIME Give advance notice of the agenda, so that participants can bring with them what they need for the meeting. Schedule meetings at the best time.

Start and end the meetings on time.

Regulate participation. 2. FIND OUT ABOUT GROUP TRADITION Ask from individuals , Tell me how meetings are done here. Is there anything I ought to do or not to do?

 Individuals should include your superiors, a peer in another branch of your organization who reports to your superior, or even your boss secretary

3. DIFFERENT MEETINGS REQUIRE DIFFERENT PLANNING

You need to know the type of meeting before setting it up. If its informational meeting , your purpose is to inform. If its problem solving/ decision making meeting, you need to involve the group for consensus.

You need to know the tradition of your organization.

You should do preliminary research and be sure you really do need a meeting.

ROUTINE DECISION- MAKING MEETINGS Important steps should be kept in mind: 1. IDENTIFY, DEFINE & DELIMIT THE PROBLEM State the problem clearly. Make sure that participants fully understand the problem. Ask questions like, To what extent is there a problem? For whom does the problem exist? Will the problem resolve itself by time? What is giving rise to the problem? What are the effects of the problem on those involved?

2. SET CRITERIA TO TEST SOLUTIONS

Ask some general questions to yourself: Is there really a problem?

Will the solution proposed resolve all the aspects?

Is the solution capable of being implemented? Will the solution create new, more serious problems? 3. SEEK ALTERNATIVES TO TEST Dont stick to one or two solutions.

Go for different ideas as possible for solutions.

But before testing the solutions make judgments about the quality of the ideas and practicality.

4. DEVELOP A SOLUTION TO IMPLEMENT To implement solution group needs to have a consensus.

If all the former steps are taken, group will not find it difficult to agree upon some set of points.
If the group does not agree upon a final decision, it takes a vote. Voting is not a good situation , its a sign of the groups not having spent enough time generating ideas. It is the duty of the group leader to help group to achieve consensus.

EXAMPLES 1.IDENTIFY, DEFINE & DELIMIT THE PROBLEM PROBLEM STATEMENT

There has been a 5 percent increase in crime in our Hillside Office Complex. There were three burglaries, and one case of vandalism in the past three months.
A. Given this statement of problem, do we all understand what was said to be the nature Of the problem? Yes we agree. B. Do we understand all the terminology related to the questions? What is meant by burglary? The breaking and entering of a premises and taking of other peoples property. C. What kind of decision is expected of our group? Discussion & understanding of the problem? Presentation of alternative solutions? A decision? Discussion of the problem and presentation of a plan for implementation.

2. ESTABLISH CRITERIA TO TEST SOLUTIONS

A. What criteria we should set? We cannot break any existing company policy. We cannot spend over $ 5000, amount allocated to this project. The plan we develop should be one that can be used in other facilities we own. B. Are some criteria more important to us than others? Can the criteria be rankordered in terms of importance? Yes. We must treat all occupants equally. We cannot go over the $ 5000 allocated. Company policy might be changed, but only when absolutely necessary. 3. SEEK ALTERNATIVES TO TEST A. What available alternatives might meet the causes of this problem and alleviate the harm? Install an emergency alert system tied to security. Increase outside lighting Replace locks on doors with double-bolt locks.

4. DEVELOP A SOLUTION TO IMPLEMENT

A. Which solution or what combination of solutions seems most likely to counter the causes of the problem? Better locks would help keep criminals out. A private professional security service would provide more reliable night protection. Increased outside lighting would certainly discourage crime.

LEADING THE GROUP MEETING Some language and strategies that are useful are as follows: Keep the group goal oriented Introducing new agenda items. Encourage members to participate.

Regulating member participation.

Summarizing and encouraging group process.

HOW DO YOU STRUCTURE THE MEETING?

1. DISCOVER THE PROBLEMS

2. GATHER THE RELEVANT DATA

3. DISCOVER WHY THERE IS A PROBLEM

4. BRAINSTORM FOR SOLUTIONS

5. MAKE THE DECISION

CONDUCTING A MEETING
1. 2.

Start and end meetings on time. Have an open agenda on the chalkboard or flip chart.

3. If an item isnt on the open agenda,

reschedule it for discussion at a later time.

4. 5.

Give each item on the agenda a time limit. After all agenda items have been discussed, address the delayed items and estimate how long it will take to discuss them.

CONDUCTING A MEETING (continued)

6.

Any delayed item should be the first item on the next open agenda. Summarize and record action items before adjourning the meeting. Identify who is responsi.ble for which action

7.

TENSION AND CONFLICT

Accept the fact that conflict is going to

happen

Deal with one issue at a time Choose the right time for the conflict Avoid reacting to unintentional

remarks

Avoid resolutions that come too soon

or too easily

TENSION AND CONFLICT (continued)

Avoid name calling and threatening

behavior

Agree to disagree Don't insist on being right

GROUP-THINK
Group-think occurs when a group makes faulty decisions because group

pressures lead to a deterioration of mental efficiency, reality testing, and moral judgment. Groups affected by groupthink ignore alternatives and tend to take irrational actions that dehumanize other groups.

Using a policy-forming group

which reports to the larger group

Having leaders remain impartial Using different policy groups for

different tasks

Dividing into groups and then

discuss differences

GROUP-THINK (continued)

Discussing within sub-groups

and then report back

Using outside experts Using a Devil's advocate to

question all the group's ideas

Holding a "second-chance

meeting" to offer one last opportunity to choose another course of action

RULES AND NORMS OF A GROUP

Treat each other with dignity and

respect.

Transparency Be genuine with each other Trust each other Share the complete information Listen first to understand

RULES AND NORMS OF A GROUP (continued)

Practice being open-minded

Dont be defensive
Have a clean slate process Support each other Avoid territoriality Practice and experience humility Be accountable and responsible to

the team

RECAP

When to hold a meeting

Kinds of Group events

Working with Groups-Size & Tasks Creating Agenda and Minutes Planning Meetings Routine Decision Making Meetings Leading a group meeting Structure a meeting Conducting a meeting Tension and conflict Group-think Rules and Norms of Group