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

 Orientation

PHASES IN PROBLEM SOLUTION IN GROUPS

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

 Emergence

PHASES IN PROBLEM SOLUTION IN GROUPS

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

 Authoritarian: Leader

LEADERSHIP STYLES FOLLOWED IN MEETINGS

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

 Democratic and participatory: Leader

LEADERSHIP STYLES FOLLOWED IN MEETINGS

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