BACK GROUND INFORMATION ON GROUPS

1. Chapter : 17
Strategies for Successful
Business and Group
Meetings
http://www.slideshare.net/Subjectmaterial

2. Background information on groups
Purposes and kinds of Meetings
Solving Problems in Meetings or Groups
Leadership Responsibilities in meetings
Participant Responsibilities in Meetings

3. • Group Meeting:
– Purposive discourse between two or more people
• Types of Group meeting
– Informal Group
• Unplanned, free flowing meetings or get togethers for social
purposes which may later develop into formal meetings
– Formal Group
• These are task oriented groups, often search for solution to
problems, look for a course of action, make
recommendations to a higher authority

4. forming
• Orientation
phase
• Group tries
to get
started
Storming
• Members
begin to
stake out
their
positions;
they begin
to have
conflicts
and
arguments
Norming
• Progress
begins here.
Members
work to
solve
conflicts
and
recognize
acceptable
kinds of
conduct
Performing
• Here the
group
begins to
achieve its
goals

5. Phases of Problem Solving
Orientation Discussions are free flowing, questions are numerous
conflict Members offer their opinions, evidence to support
At this stage conflicts occur
Emergence Open exchanges continue; search for solution starts,
compromises occur
Solutions Positive attitude, now is the time to complete the task and
agree upon a solution

6. PURPOSES AND KINDS OF MEETINGS
• seek to clarify, to make something clear, to
give information
Informational
meetings
• This meeting occurs to evaluate the suggested
solutions to a problem
Suggested
solution meetings
• Groups try several attempts to find a solution
• The course to reach a solution is unique to
every group
Problem Solving
Meetings

7. Authorization for a
Committee
The information comes from an
authorized person which asks you to
form a committee
The above should include who,
what, when, where and why
Methods of Solving
problems in Meetings
Background analysis
Solution discovery
Solution Analysis
Choice of action

8. Methods of Solving problems in
Meetings
Background Analysis
State the
problem or
question in an
affirmative
tone
Define and limit
the problem
Collect facts on
the history of
the problem
Solution discovery
Establish
Criteria
List possible
solutions
through
brainstorming
Solution Discovery
Arrive at a
solution
Work on the
pros and cons
of all the
previous
solutions listed
Use rational
approach
Choice of action
This is the
execution
phase, where
we keep in
mind timelines
and costs
involved

9. LEADERSHIP RESPONSIBILITIES IN
MEETINGS
• Kinds OF leadership
• LEADERSHIP RESPONSIBILITIES
– Planning steps before the meeting
– Procedures during the meeting
– Follow up after the meeting

10. Kinds of leadership
1. Authoritarian
– Shows contempt of some members
– Dominates the discussion
– Praises those who agree with him
– Speaks often and loudly
– Issues orders and commands
– Suggests that he has authority

11. Kinds of leadership
2. Leaderless
– Shared leadership
– Allows high ability people to run the meeting
– This is rarely beneficial as someone to guide
should be available

12. Kinds of leadership
3. Democratic / Participative
– Goal is to help the group to make the best
possible decision
– Others are listened and are given authority to
conclude
– Facilitate productive discussions
– Invite minorities
– Clarify vague statements

13. Steps before the meeting
Review the problem
and determine the
precise purpose
Decide who should
participate
Arrange for meeting
date, Time and
place
Create an agenda
Distribute the
announcement for
the meeting
Check on physical
arrangements
Procedures during the meeting
Begin with an
opening statement
Stimulate
discussion
Understand the
roles of the
participants
Interpret data for
solution evaluation
State the major
conclusions and
plan of action
Follow up after the meeting
Distribute
minutes of
meeting
Share point of
actions with
responsible
person’s names
Keep track of all
meetings being
held for this
problem

14. PARTICIPANT RESPONSIBILITIES IN
MEETINGS
Preparation for meetings
• Do your homework, Collect information, check data, confirm conclusions
• Be over-prepared
Effective participants roles in meetings
• Organizer
• Clarifier
• Questioner
• Factual contributor
• Idea creator
• Critical tester
• Helper of others