ES2002ES2002Meeting Skills Meeting Skills

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ObjectivesObjectives

To understand the following:the important role of meetings in

the workplacethe role of intercultural

interpersonal communication in meetings

stages of meetingmeeting behaviorsresponsibilities of the meeting

leader 2

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Role of meeting at the Role of meeting at the workplaceworkplaceCrucial- decisions are made,

matters are discussedMeetings can take place face to

face or virtually.

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Types of meetingsTypes of meetingsAd hocBoard meetingKick off meetingManagement meetingStaff meeting

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DiscussDiscuss

What is the relationship between good intercultural and interpersonal skills and meeting skills?

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Signs of a successful Signs of a successful meeting? meeting?

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An unsuccessful meeting? An unsuccessful meeting?

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Meeting- preparation Meeting- preparation stage stage 1. What is the objective of the

meeting?2. Who are the participants and

what are their roles? 3. What is your role?4. What would be the best and

worst result of the meeting? 5. What time constraints are on the

meeting?

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Leading a meetingLeading a meetingOpen the discussion by introducing self and

stating the purposeExtract relevant informationRecognize problemsSolve/acknowledge problemsListen well, constantly move the discussion

forwardDraw everyone to equally participate Regulate (tactfully) those who tend to

monopolize the discussion

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Attending a meetingAttending a meetingBe interested and attentive in the

meeting Stay focused on why you are

there Do not get personal

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Ending the meeting Ending the meeting Partings that dither and those that are

too abrupt are signs of inconclusiveness.

If you are the leader, take responsibility for the parting by doing the following:

Clearly signal that the meeting is coming to an end

Sum upAsk if there are any questionsLet members know if there is another

meeting coming up

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Task Facilitating

◦Initiating◦Giving or seeking information◦Coordinating◦Setting procedure

Meeting BehaviorsMeeting Behaviors

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Group Maintenance

◦Encouraging◦Harmonizing◦Compromising

Meeting BehaviorsMeeting Behaviors

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Self-oriented

◦Controlling◦Withdrawing◦Seeking attention◦Diverting◦Excluding◦Belittling◦Blocking

Meeting BehaviorsMeeting Behaviors

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Specific linguistic strategies

◦ Encourage participation ‘What is your reaction…?’ ‘How do you feel about…?’

◦ Get contributions from quiet members ‘We haven’t heard from Alex yet. What do you feel

about…?’

Responsibilities of a Responsibilities of a Meeting LeaderMeeting Leader

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Specific linguistic strategies

◦ Control members who talk too much ‘Yes, we all take your point on that but I think another

perspective will help. Has anyone here any other ideas?’

◦ 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…?’

Responsibilities of a Responsibilities of a Meeting LeaderMeeting Leader

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Techniques for managing Techniques for managing ‘tough’‘tough’participantsparticipantsParaphrasingProbingProviding alternativesProviding positive feedbackContracting

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Techniques for managing ‘tough’Techniques for managing ‘tough’participants – an exampleparticipants – an example

“Who do the sales managers think they are?. They never think about the sales staff out there in the field.”

As I understand it, you think…. I see. You know Stella , I can understand why

you are frustrated. I would too if ….What do you think would be a better way

to…..Why don’t we ask if anyone in the group has

any ideas and if you think of anything….

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ReferenceReference Rodenburg. P. (2009) Power Presentation: Penguin Group Coulter, C. (1982) Winning words, a new approach to developing

effective speaking skills: CBI Publishing Company ES2002 Course notes

19Prepared by CS July 2012© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE