business writing: planning the project/report business communication: meeting/group discussion...
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Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Meeting/Group Discussion Skills
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
What is a meeting?What is a meeting?
A gathering of two or more people who interact face to face, verbally and nonverbally, to achieve an expected outcome, and are interdependent on each other.
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
“It’s almost like giving me a hidden TV camera in their office. My employees start to forget I’m there - and that’s good. I try to watch for signs that they can manage other people and information, that they can think. How did they prepare? Do they understand what I’m trying to accomplish when I’m leading a meeting and can they help me get there? I can tell a great deal about leadership capacity simply watching an employee attend a meeting.”
Don GevirtzChairman & CEO, Foothill Group
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Time spent in meetingsTime spent in meetings
• Average professionals/managers >25%
• Upper- and middle-level managers >40%
• Some senior executives 4 days a week
(approx. 70%)
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Why are meetings necessary?Why are meetings necessary?
• Rapid decision making
• Exchanging ideas & opinions
• Disseminating information
• Making staff feel involved
• Developing teamwork
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Meeting behavioursMeeting behaviours
• Task Facilitating Behaviours
• Group Maintenance Behaviours
• Self-oriented Behaviours
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Task facilitating behavioursTask facilitating behaviours
Initiating Giving/Seeking information/opinion Coordinating Setting procedure
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Group Maintenance BehavioursGroup Maintenance Behaviours
• Encouraging
• Harmonizing
• Compromising
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Self-oriented behavioursSelf-oriented behaviours
• Controlling
• Withdrawing
• Seeking attention
• Diverting
• Excluding
• Belittling
• Blocking
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of participantsDuties of participants
• Before the meeting• Prepare carefully
– Study agenda– Anticipate– List questions– Prepare your case
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of participants Duties of participants (cont’d)(cont’d)• During the meeting• Contribute positively
– Be punctual– Speak up– Follow agenda
• Listen actively– Look interested– Maintain eye contact– Welcome contributions
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
• After the meeting• Act promptly
– Deliver the goods
Duties of participants Duties of participants (cont’d)(cont’d)
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of chairpersonDuties of chairperson
Before the meeting:• Plan
– Why and what?
– Who?
– When and where?
• Inform– Notice of meeting
– Meeting agenda
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Notice of meetingNotice of meeting
An announcement of • the TIME, • the DATE, • the PLACE, and • the PURPOSE.
Notice of meeting
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
AgendaAgenda
... shows • TOPICS• ORDER • TIME SCHEDULE (optional)
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Functions of the agendaFunctions of the agenda
• Communicates expectations
• Acts as a control deviceMeetingobjectives
Agenda
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Leve
l of
com
plex
i ty o
f i te
ms
Start of meeting End of meeting
Tropman’s Agenda BellTropman’s Agenda Bell
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of chairperson Duties of chairperson (cont’d)(cont’d)
Before the meeting:• Plan
– Why and what?
– Who?
– When and where?
• Inform– Notice of meeting
– Meeting agenda
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of chairperson Duties of chairperson (cont’d)(cont’d)
During the meeting:• Maintain structure and
control• Start punctually• Restate purpose• Keep group focussed• Facilitate discussion
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Skillful Use of QuestionsSkillful Use of Questions• To encourage participation
– “What is your reaction ...?”
– “How do you feel about ..?”
• To get contributions from quiet members– “We haven’t heard from John yet. John, how do you feel about this?”
• To control members who talk too much– “Yes, we all take your point on that but I think another perspective will
only help. Has anyone here got any other ideas?”
• To reach mutual understanding– “Let me see if I understand your position. Are you saying that ...?”
– “I’m not sure I understand. Do you mean that ..?”
? ???
?
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Duties of chairperson Duties of chairperson (cont’d)(cont’d)
• Ensure written record kept– Appoint minutes taker
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
• To provide a permanent written record of the proceedings.
• To remind participants of what happened at the meeting.
• To provide a basis for discussion.
• To help those not present at the meeting to understand what took place.
Functions of minutesFunctions of minutes
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
Minutes of meetingMinutes of meeting
• Narrative Style
• Resolution Style
• Action Style
Minutes of meeting
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
• Be concise
• Be accurate
• Be complete
• Be expressed in a form that satisfies all participants
• Convey the tone of the meeting
Effective minutes should:Effective minutes should:
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
To be effectiveTo be effective
...meetings must be more than a mere congregation of bodies … minds, knowledge and experience, and clear objectives must also join forces.
A meeting is effective when it achieves its objectives in a minimum amount of time to the satisfaction of the participants.
Business Writing: Planning the Project/Report
Business Communication: Meeting/Group Discussion Skills
A meeting is a place where people take minutes and waste hours.
Never let anyone say this Never let anyone say this about your meetingsabout your meetings