...Unit 328:- Understand how to lead effective meetings AC 1.1 Explain the purpose of a meeting Staff meetings The purpose of regular staff meetings helps an organisation become much more organised and efficient and places both employees and managers on the same page, it makes it easier to establish roles and collaborates to finish projects and achieve goals. They make it possible for all members of a company to work together with less confusion and accomplish objectives faster. They cover a range of relevant information, and provide a platform for employees to ask questions and discuss concerns with management enabling staff to offer ideas and solutions directly to managers and team members within the company. Staff meetings inform and educate employees about new rules and regulations that affect them and should be long enough to get the point across. They also help to harmonise the skills and experience of the team members in achieving a common purpose, realise what each other is doing and discuss problems they have, assess the progress of goals and what steps to take to resolve them. Meetings ensure all team members are informed of each member’s progress and encourage them to help each other if problems need resolving. Members realise they are not working alone and by working together team spirit is enhanced. One-on-one meetings One-on-one meetings between a team member and their manager provide an uninterrupted private time to receive and discuss the employee’s...
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...Preparing for meetings Communicating in a culturally appropriate way means finding a way to communicate effectively that also respects and accepts cultural differences. In order to make sure our communication, both written and spoken, is culturally appropriate, we need to recognize and understand and work effectively within the influence of each other’s culture. While working in a team, we will have to deal with people with different cultures and the value systems between cultures are likely to be different and hence we need to be respectful of cultural practices, attitudes and beliefs. When preparing for meetings, ensure to list the tasks, chose attendees, plan a clearly articulated agenda, and keep the attendees informed well in advance. This needs planning and clear and concise communication keeping the appropriate code into consideration. List the priority of items to be discussed with time limit set for each topic to make sure that all topics on the agenda are discussed with successful outcomes. While planning a meeting, we need to make sure all the attendees are consulted and their opinions considered irrespective of their individualistic cultures. We need to make sure all the attendees receive the same information. Likewise, the agenda needs to be communicated in a clear and concise manner which is not offensive to any of the attendees. Since the meeting might include individuals from different cultures, it is appropriate to take initiative and talk to people...
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...The Most Effective Way of Meeting Oppression Martin Luther King’s “The Ways of Meeting Oppression” is an expository essay in which King explains the most effective way of meeting oppression. According to King, there are three ways in which the oppressed meet oppression. He explains that acquiescence is the least effective way of meeting oppression because it is not the moral way out. He further explain that violence as a way of meeting oppression because it is not the moral way out. He then explains that violence as a way of meeting oppression is not the most effect because it achieves temporary results. In the essay, King points out that nonviolence resistance is the most effective way of meeting oppression because it establishes respect, brotherhood, and nobility for the Negro. First, King agrees that nonviolent resistance is the most effective way of meeting oppression, for it establishes respect for the Negro. He explains that the Negro’s demonstration of self-respect is choosing to face his struggle with courage. He further explains that the effect of meeting oppression this way will enlist men of good will into his struggle for equality. King clearly states that “the Negro cannot win the respect of the white people of the south or the people of the world if he is willing to sell the future of his children for his personal and immediate comfort and safety” (382). He affirms that through nonviolent resistance the Negro will achieve dignity because he is not acquiescing...
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...Effective Meetings Presented by Dr Shilpee A Dasgupta What is an effective meeting • An effective meeting is a meeting that serves certain desired purposes in an optimal way • Effective meetings are among the core tools for making things happen in any organisation Why meetings are important • To inform • To consult • To take a decision Meeting goals and purpose • Identifying problems and solve them • Brainstorming ideas to gather information • Organising and decision making • Completing and planning for implementation Effective Meeting Tips • Don’t Meet Avoid a meeting if the same information could be covered in a memo, email or brief report • Set Objectives for the Meeting Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be • Provide an Agenda Beforehand Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting Effective Meeting Tips • Assign Meeting Preparation Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member • Assign Action Items Don’t finish any discussion in the meeting without deciding how to act on it • Examine Your Meeting Process Don’t leave the meeting without assessing what took place and making a plan to improve the next...
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...Planning, Conducting, and Recording Meetings Module Nineteen McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc. All rights reserved. Learning Objectives LO 19-1 Apply strategies for good meeting plans. LO 19-2 Apply strategies for productive meetings. LO 19-3 Apply strategies for good meeting decisions. LO 19-4 Apply strategies for business networking 19-2 Learning Objectives LO 19-5 Explain techniques for effective meeting participation. LO 19-6 Select items for inclusion in meeting minutes. LO 19-7 Compose scripts for informal meetings with bosses. LO 19-8 Compare and contrast techniques for virtual meetings versus face-to-face ones. 19-3 Types of Meetings Parliamentary Run under strict rules Use Robert’s Rules of Order. Staff Typically are held to announce new policies and products, answer questions, share ideas, and motivate employees. 19-4 Types of Meetings Team Bring team members together to brainstorm, solve problems, and create. One-on-One Are perhaps the most common kind of meeting Highly informal 19-5 What planning should precede a meeting? Meetings can have at least six purposes: To share information. To brainstorm ideas. To evaluate ideas. To make decisions. To create a document. To motivate members. 19-6 What planning should precede a meeting? A good agenda indicates The time and place of the meeting. Whether each item is presented for information, for discussion, or for a decision. Who is...
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...know the purpose of the team, they will also know if they are capable or have the skills and abilities necessary to achieve it. 3. How effective is the team leader? Explain. I believe that this team has not started on its right foot. The purpose of the team should have been made clear since formation and members should have been informed. The team leader is not effective because clearly he does not know himself what the purpose of the team is. Without knowing the purpose of the team, the goal, then nobody knows what the next step is. 4. Meeting management techniques – using agendas, having a scribe and timekeeper are intended to make meetings more effective. In what ways could these techniques have the opposite effect? If the meeting does not take long and there are not many points to discuss, then developing an agenda, having a scribe and a timekeeper might take more time than the meeting itself. 5. If you were asked to participate in this meeting, what would you do to get the process back on track? First of all, I would find out the purpose of the team. Secondly, based on the purpose, I would find out how many team members are needed for the team and appoint them, not before asking them if they think they are qualified for the job or not. I would not start meetings without all members present (I am referring to the present case in...
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...upon to lead a meeting with a diverse group of people there are many different things to consider in order to be successful. People with different backgrounds or who hold different positions in the workplace have varied values that one needs to be sensitive to. It is important to know who is being addressed and why so that the meeting runs smoothly and is effective. It can be a difficult balance to present information to a vast group of people. Shareholders and customers will generally want to hear different information. For example, if quarterly sales are good, then the shareholders will be happy. If sales are slowing then shareholders may want prices to be raised to make up for the lack of sales, which will in turn make the customer unhappy. For these reasons the importance to know who your audience is and how to speak to them can make the difference between a successful meeting and an unsuccessful one. Being in a situation in which one is called on to present quarterly sales information at an in-person meeting to a group of diverse individuals who all have stake in the company there are many characteristics that need to be considered. One being where does the audience come from. Keep in mind the different cultures in the room and how they will respond to a more direct approach than a less direct approach. Choosing words carefully and listening to how an audience is responding sets the tone to how to continue with the meeting. If an audience comes into a meeting obviously tense...
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...Agenda More and more meetings are now and will continue to be conducted without the benefit of being in the same room together. People are working from home or the other side of the planet, and it’s important to make these virtual meetings effective. Virtual meetings, which I define as anytime we discuss something with two or more people outside of the same room, can be done over the phone or on the web. And though there are many advantages to meeting with people in this way, there are also obstacles to making them work well. According to "Working In A Virtual Team" (n.d.), it is more difficult to fully understand each other because even the use of video can hide a great deal of non-verbal communication. We also interact differently when we’re not in close proximity to one another. Distractions abound and can easily be hidden from others. And the ability to build trust and camaraderie are especially difficult. All Meetings Should Include: * Agenda. Nothing frustrates people more than attending a meeting where there is no clear reason for it and no logical progression of topics to be discussed. * Check–in time. Take five minutes or so in the beginning for everyone to say something about what’s going on with them—professionally or personally. This gets everyone talking right away and helps facilitate camaraderie. * Schedule. Start and end the meeting on time, and keep the agenda moving forward. Don’t meet any longer than necessary. If the meeting is scheduled to be an...
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...Effective Meetings: Mining Group Gold Cynthia D. Chavez Introduction to Business & Technology Abstract Team meetings and group projects are common place in many organizations. Organization within those meetings is crucial to how well they run and how productive they are. There are a few approaches to getting meetings or group sessions to run smoothly. One approach focuses on getting the most out of the collaborative power of the group participants. This paper will address that method referred to as Mining Group Gold. It’s A Process Everyone is familiar with the phrase two heads are better than one, and in most companies many heads coming together on a project or in a meeting is invaluable. Getting group participants to cooperate and collectively contribute ideas as well as share their opinions of their colleagues’ ideas without fear of overreaction or being ignored yields meeting successes and is a positive approach that promotes collaboration. Like any well-structured approach to something, there are several steps involved in the successful mining of gold from any particular group. Preparation The first step in the process is preparation. To be fully prepared there are five areas to address. First, the purpose of the meeting must be determined. Second, there must be a clear understanding of the expected outcomes. When participants arrive, there should be no question what the goal of the meeting is, and when it ends there should be an understanding...
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...Implementing a strategy that is both efficient and well managed and time effective. | Open and creative meetings where all members work together towards a common goal | Incorporate a timeline to firmly follow deadlines and avoid procrastination. | Create a product that is new-to-the-world that focuses around sustainable and green practices. | Individual Objectives: Gain experience to relate to future opportunities in the real world. | To earn a good grade that reflects our time and effort. | Gain experience working in a long-term team environment. | To be well prepared and professional before and during all meetings. | Team Norms / Expected Behavior The desired behavior of our team would be for all members to be in communication with each other while showing up on time to all meetings with individual work completed. We also desire for members to bring new ideas to meetings with an open sharing experience. The acceptable behavior would be to make an honest attempt to show to all meetings with visible effort in project completion. It is also expected for all members to spend an equal amount of time and effort on the project consistently through the semester. It would be unacceptable for members to show up to meetings without completed work or to fail to communicate if a member will miss a meeting. It is also unacceptable to treat other members with disrespect or to be disruptive during meetings. The desired behavior of our team would be for all members to be in...
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...Learning Team C Reflection Paper Mitzi Bullis Patricia Howe Kimberly Miller Ana Parrilla Kathleen Sullivan University of Phoenix HCS 350 Monday, December 8, 2014 Michael Veal Discuss the group's success in conducting a meeting or completing a task. Discuss potential reasons for a group's failure to meet their goals and objectives. What strategies do you use to improve success in conducting meetings or performing group tasks in health care settings? When we think of a meeting, we can formulate the idea of getting together at a table to discuss a topic, an issue or to review the agenda. According to a google search, a meeting is "an assembly of people, especially the members of a society or committee, for discussion or entertainment." Or "a coming together of two or more persons, by chance or arrangement." For the last three week, we have been successful as a team by working on different projects. Our team has done well with respecting time constraints and different views. As a team, we have successfully made suggestions, provided guidance and feedback, and redirected one another as needed. We all feel that we were able to do this efficiently based on all of our abilities to communicate with professionalism. In a group, it is necessary to have leadership to provide guidance and keep the project moving in a forward direction. We have done that quite well. There needs to be a starting point, and a framework discussed or provided by leadership, in order for a...
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...Format * Owner Effective communication can be: * Formal or Informal * Verbal or Written * Periodic or As Needed Elements to Include in the Communication Plan The format of a Communication plan can vary, but they should include the following types of information: VERBAL COMMUNICATION | WHAT | WHEN | WHERE | OWNER | ATTENDEES | Type of Meeting | FrequencyDayTime | Meeting Location | Meeting Owner | Project Team Members (it is good to identify them by role or title if possible) | WRITTEN COMMUNICATION | WHAT | WHEN | METHOD OF DELIVERY | SENDER | RECEIVER | Type of Communication | FrequencyDay (if applicable) | Electronic?Paper? | Person or Group responsible for sending | Person or Group who receives the information | Example Of A Communication Plan: This document outlines the plan of communication for the XYZ Project Team. WHAT | WHEN | WHERE | OWNER | ATTENDEES | Status Meeting | Every 2 weeksMonday10-noon | 28G1 | Project Manager | Project Team | Called Meetings | As Needed | TBD | Person who calls & leads meeting | To Be Determined | WRITTEN COMMUNICATION | WHAT | DUE WHEN | METHOD OF DELIVERY | SENDER | RECEIVER | Meeting Minutes | 2 days after the meeting | EMAIL | Note Taker | All participants | Action Item Log | 4 days after the PMO Status meeting | EMAIL | Note Taker | All participants | Meeting Agenda | 2 days before a meeting | EMAIL | Meeting Facilitator | All meeting participants | Status...
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...CH 12- ex 12-E 1. It is very important to prepare agenda before the meetings. The meetings agenda clarifies the goals and lists the points of discussion and their priority for the meeting. A well defined agenda spells out the tasks, estimate time allocated to each task, the decisions to be made and expected outcomes or deliverables. In planning the meeting and preparing the agenda, decide on a time and place that is likely to suit the schedule s and needs of the invited participants. 2. First thing is to pay attention during the meeting. As a leader you need to be in control of the meeting, to be creative, communicative, and contributive. The summary of accomplishments or wrap up stage is very helpful to review and summarize the key points which are discussed. By summarizing each point before moving to the next one, you help ensure that everyone is in agreement, remain focused, and scribe takes clear meeting notes. 3. After the meeting you are going to prepare for the next one. This means you have to prepare new agenda for next meeting, send out checkpoint memos or e-mails, especially if external team issues may impact the team`s objective or aboility to achieve the goals set. CH13 1. I think that it is possible to help this team. I think they should all focus on their own work and what they suppose to do, and everything is going to be fine. At the end they just need to put everything together 2. First I would name one person to be a leader of the group...
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...and outputs associated with Starwood’s new meeting planning process? The key inputs associated with Starwood’s new meeting planning process are “Starwood Meeting Concierge”, hotel managers, and staff. These key employees are responsible for hotel planning, meetings, and reservations requirements for the hotel and meeting room. The output of Starwood meeting planning is to provide a well-planned and successful meeting to meet the customer’s needs or expectations. 1. How does the meeting planning process at Starwood interact with the following core processes in their hotels? a. Customer relationship (internal and external) The main goal is that through great experiences more meeting planners will hold their events at Starwood. Starwood Preferred Planner is designed to create customer loyalty. Meeting planners can earn hotel points, charitable contributions, or airline miles. Starwood being consistent with the process of meeting planning helps the planner carry out business. b. New service or product development In order to determine if the plan or action is working it must be measured. Starwood has implemented surveying. This has become an important tool for Starwood Preferred Planners. The planners are encouraged to give honest feedback because the info will be used to improve or develop new service or product. c. Order fulfillment Starwood Preferred Planner has all the components to deliver a successful meeting. The Nextel radio gives the planner immediate...
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...Types of Conflict Conflict in business meetings usually falls into two categories: 1. Real professional differences – Conflict can arise from very real differences in professional opinions. In many cases, these differences don't develop into open conflict. But conflict is more likely when the outcome is extremely important, when the decision being made is irreversible, or when the impact of making the wrong decision will reflect badly on those involved. When this type of conflict is left unresolved, it can rapidly spoil relationships. 2. Power struggles and personality issues – Conflict can arise when individuals or groups dislike one-another, or feel that their positions are being threatened. This type of conflict tends to be more about people's personalities than about "facts" or decisions being made. The techniques we'll discuss below still apply, but you may also need to resolve the underlying problem. For more on this, see our articles on Conflict Resolution (in particular, Thomas and Kilmann's conflict styles) and on Resolving Team Conflict. Reducing the Opportunity for Conflict The best defenses against conflict often involve preparing thoroughly before the meeting, and chairing strongly during the meeting. If you develop a reputation for running tightly structured meetings, there's less chance that individuals who attend those meetings will try to pursue their own agendas. See Running Effective Meetings for practical tips on how to do this. Send out...
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