Effective Meetings “Two Heads are Better than One”

Сентябрь 1, 2022

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Effective Meetings “Two Heads are Better than One”

Содержание

2. Why meet? Meetings are held in all types of businesses Meetings are a great tool in
3. Meetings are held for variety of purposes: To co-ordinate or arrange activities To give information to
4. Types of Meetings: Formal Meetings Have set rules and guidelines. Formal record of them must be
5. Types of Meetings: Informal Meetings They are not bound by regulations as formal meetings. An agenda
6. Why Meetings Fail? Managers spend about 60% of their time in meetings. If held effectively, meetings
7. Attending Meetings Try to understand the meeting’s purpose and your role in it. Do your homework.
8. Roles Our role in meetings is a set of behaviors expected of us by the group.
10. Successful Team Will contain a balance of all nine roles. Several people may share the same
11. Committed Members Devote time and energy to team Support final decision Perform needed functions Necessary for
12. Group Task Functions Initiate Give information Seek information Give opinion Seek opinion Elaborate Energize Review Record
13. Group Maintenance Functions Encourage Harmonize Relieve tension Gatekeep Microsoft Image
14. Nonfunctional Behaviors Blocking Aggression Storytelling Recognition seeking Dominating Confessing Special-interest pleading Distracting Withdrawing Cause unproductive conflict
15. Handling Nonfunctional People Plan opening remarks carefully Seat nonfunctional person next to leader Avoid direct eye
16. Nonfunctional People (con’t) Break in Place talkative member between quiet members Encourage withdrawers Give praise and
17. Member Skills Active Listening Open-mindedness Microsoft Image Communication skills for group members include . . .
18. Leadership Defined: Leadership is the use of power to promote the goal accomplishment and maintenance of
19. Leadership in Meetings The best soldier is not soldierly The best fighter is not ferocious The
20. Trait Theory of Leadership Do you believe that some people are “born leaders”? Basically, that’s what
21. Trait Theory of Leadership Microsoft Image Successful leaders are more likely to be . . .
22. Leader Responsibilities Inform members of meetings Select place for meeting Check that everything needed is in
23. Leader Responsibilities (con’t) Encourage discussion Ask questions skillfully See to task and maintenance functions Listen carefully
24. Awareness Check Leadership Trait Questionnaire . . .
25. Function Theory of Leadership “There are certain functions that must be performed if a group is
26. Awareness Check Leadership Function Questionnaire . . .
27. Three-Dimension Theory To be a good leader, you should be aware of your leadership style (the
28. Situational Contingency Theory Situation dictates leadership style Leadership depends on: Power Task Relationship Microsoft Image
29. Situational Contingency Theory states that… Autocratic Leadership Style works best when: Group agreement is not required
30. Situational Contingency Theory states that… Democratic Leadership is best when: Greater employee satisfaction is needed. Group
31. Situational Leadership Theory Definition: “A good leader is flexible and can change styles when needed .”
32. Situational Leadership Theory Delegating style. Employees make and implement decisions on their own. This style works
33. Situational Leadership Theory Participating Style. Employees and leader share in decision making. This style works best
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Why meet?
Meetings are held in all types of businesses
Meetings are

a great tool in communication process.

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Meetings are held for variety of purposes:
To co-ordinate or arrange activities
To

give information to a group of people
To report on some activity or experience
To put forward ideas or grievances for discussion
To create involvement and interest
To obtain assistance

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Types of Meetings: Formal Meetings
Have set rules and guidelines. Formal

record of them must be kept. A clear agenda is a must.
Annual General Meeting. They are held to review company performance and all shareholders are invited. Participants must be given an advance notice.
Statutory Meeting. Required by law. Directors and shareholders meet to consider reports.
Board Meetings. They are held more often, as needed.

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Types of Meetings: Informal Meetings
They are not bound by regulations as formal

meetings. An agenda will be a plus, but not required.
Management Meeting. Attended by managers of various departments. For instance, they may come together to discuss launch of a new product.
Departmental Meetings. All personnel of a certain department is invited. Good for information sharing and/or obtaining feedback.
Working Parties (Work Groups). They are set up to handle a particular problem or task. Progress reports are shared and further actions are specified.

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Why Meetings Fail?
Managers spend about 60% of their time in meetings.
If

held effectively, meetings contribute greatly to efficiency of organizations. Unfortunately, in many organizations meetings boil down to “killing time”.
Energy, time, and resources are wasted. Bunch of formal statements are made.
Such meetings are not managed well
and/or participants are not sure of
their roles.

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Attending Meetings
Try to understand the meeting’s purpose and your role

in it.
Do your homework. Prepare for meetings. Read all necessary information in advance. Talk to people who will be presenting. Get others’ feedback on important topics.
Take active part in the meeting. Participate when appropriate. Don’t be the one who later says “I should have…”
Give everyone a chance to speak up. Do not interrupt. Try to lay out your disagreement in a constructive way.
Listen to others carefully.
Take brief notes.

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Roles
Our role in meetings is a set of behaviors expected of

us by the group. Try to relate to the following nine roles:
Chair/Coordinator
Shaper/Team Leader
Innovator/ Creative Thinker
Monitor-evaluator/Critical Thinker
Worker/Implementer
Team builder
Finisher/Detail-checker and pusher
Research investigator/Researcher outside the team
Expert
(Meredith Belbin’s Categorization of Group Roles, taken from “How to Manage Meetings”, 2002.)

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Successful Team
Will contain a balance of all nine roles.
Several people may

share the same role or one person may perform several roles.
Try to pick the role which fits you best.
Do not pretend. Be open.
Observe your meetings to see unfilled gaps.

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Committed Members
Devote time and energy to team
Support final decision
Perform needed functions
Necessary

for effective team participation . . .

Microsoft Image

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Group Task Functions
Initiate
Give information
Seek information
Give opinion
Seek opinion
Elaborate
Energize
Review
Record
Include the following functions .

. .

Microsoft Image

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Group Maintenance Functions
Encourage
Harmonize
Relieve tension
Gatekeep
Microsoft Image

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Nonfunctional Behaviors
Blocking
Aggression
Storytelling
Recognition seeking
Dominating
Confessing
Special-interest pleading
Distracting
Withdrawing
Cause unproductive conflict in groups . . .

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Handling Nonfunctional People
Plan opening remarks carefully
Seat nonfunctional person next to leader
Avoid

direct eye contact
Assign nonfunctional member tasks
Ask members to speak in order

Microsoft Image

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Nonfunctional People (con’t)
Break in
Place talkative member between quiet members
Encourage withdrawers
Give praise

and encouragement

Microsoft Image

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Member Skills
Active Listening
Open-mindedness
Microsoft Image
Communication skills for group members include . .

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Leadership Defined:
Leadership is the use of power to promote the goal

accomplishment and maintenance of the group.
- D. W. Johnson
(Hamilton, p.238)

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Leadership in Meetings
The best soldier is not soldierly
The best fighter is

not ferocious
The best conqueror does not take part in the war
The best employer of men keeps himself below them
This is called the virtue of not contending
This is called the ability of using people
- Lao-tsu, the writer of the Tao Te Ching, more than 2000 years ago

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Trait Theory of Leadership
Do you believe that some people are “born

leaders”?
Basically, that’s what this theory suggests at the extreme.
However, research on leadership does not fully support the trait theory.
Most experts believe that good leaders are not born, they are trained. So this is a moderate version of the trait theory.

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Trait Theory of Leadership
Microsoft Image
Successful leaders are more likely to be

. . .

Ambitious
Trustworthy
Motivated
Self-confident
Knowledgeable
Creative

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Leader Responsibilities
Inform members of meetings
Select place for meeting
Check that everything needed

is in place
Welcome people as they arrive
Start and end meeting on time
Preview and stick to agenda
Make sure recorder is present

Microsoft Image

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Leader Responsibilities (con’t)
Encourage discussion
Ask questions skillfully
See to task and maintenance functions
Listen

carefully
Summarize
Thank participants and audience
Make sure results are passed on

Microsoft Image

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Awareness Check
Leadership Trait Questionnaire . . .

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Function Theory of Leadership
“There are certain functions that must be performed

if a group is to be successful. Any time you perform a task or maintenance function, you are the leader for that period of time.”
Imagine your boss gave you a task of organizing and chairing the next week’s departmental meeting. According to the trait theory, you have no chances of becoming a leader in a week.
But in the Function Theory
You are a leader while
performing any of the functions.

Microsoft Image

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Awareness Check
Leadership Function Questionnaire . . .

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Three-Dimension Theory
To be a good leader, you should be aware of

your leadership style (the way you handle yourself and others in a group).
Autocratic leadership style (more common in Uzb.)
Democratic leadership style
Laissez-faire leadership style
(good only for experts)

Microsoft Image

Слайд 28

Situational Contingency Theory
Situation dictates leadership style
Leadership depends on:
Power
Task
Relationship
Microsoft Image

Слайд 29

Situational Contingency Theory states that…
Autocratic Leadership Style works best when:
Group agreement

is not required for implementation
The group is very large
Time for a decision is short

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Situational Contingency Theory states that…
Democratic Leadership is best when:
Greater employee satisfaction

is needed.
Group commitment is needed for implementation
Tasks are complicated and require lengthy discussion.
Increased productivity is needed.
Reduced resistance to change is sought.

Слайд 31

Situational Leadership Theory
Definition: “A good leader is flexible and can change

styles when needed .”
Hersey and Blanchard described four leadership styles whose selection depends on the ability and willingness of subordinates to carry out a particular task.

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Situational Leadership Theory
Delegating style. Employees make and implement decisions on their

own. This style works best when employees are both willing and able to do the job.

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Situational Leadership Theory
Participating Style. Employees and leader share in decision making.

This style works best when employees have the ability but require encouragement.
Telling Style. Employees receive detailed instructions with close supervision. It works best when employees are able but lack the knowledge needed to do the job.

Effective Meetings “Two Heads are Better than One”

Содержание

Why meet?Meetings are held in all types of businesses Meetings are

Meetings are held for variety of purposes:To co-ordinate or arrange activities To

Types of Meetings: Formal Meetings Have set rules and guidelines. Formal

Types of Meetings: Informal MeetingsThey are not bound by regulations as formal

Why Meetings Fail?Managers spend about 60% of their time in meetings.If

Attending MeetingsTry to understand the meeting’s purpose and your role

RolesOur role in meetings is a set of behaviors expected of

Successful Team Will contain a balance of all nine roles.Several people may

Committed MembersDevote time and energy to teamSupport final decisionPerform needed functionsNecessary

Group Task FunctionsInitiateGive informationSeek informationGive opinionSeek opinionElaborateEnergizeReviewRecordInclude the following functions .

Group Maintenance FunctionsEncourageHarmonizeRelieve tensionGatekeepMicrosoft Image

Nonfunctional BehaviorsBlockingAggressionStorytellingRecognition seekingDominatingConfessingSpecial-interest pleadingDistractingWithdrawingCause unproductive conflict in groups . . .

Handling Nonfunctional PeoplePlan opening remarks carefullySeat nonfunctional person next to leaderAvoid

Nonfunctional People (con’t)Break inPlace talkative member between quiet membersEncourage withdrawersGive praise

Member SkillsActive ListeningOpen-mindednessMicrosoft ImageCommunication skills for group members include . .

Leadership Defined:Leadership is the use of power to promote the goal

Leadership in MeetingsThe best soldier is not soldierlyThe best fighter is

Trait Theory of LeadershipDo you believe that some people are “born

Trait Theory of LeadershipMicrosoft ImageSuccessful leaders are more likely to be

Leader ResponsibilitiesInform members of meetingsSelect place for meetingCheck that everything needed

Leader Responsibilities (con’t)Encourage discussionAsk questions skillfullySee to task and maintenance functionsListen

Awareness CheckLeadership Trait Questionnaire . . .

Function Theory of Leadership“There are certain functions that must be performed

Awareness CheckLeadership Function Questionnaire . . .

Three-Dimension TheoryTo be a good leader, you should be aware of

Situational Contingency TheorySituation dictates leadership styleLeadership depends on:PowerTaskRelationshipMicrosoft Image

Situational Contingency Theory states that…Autocratic Leadership Style works best when:Group agreement

Situational Contingency Theory states that…Democratic Leadership is best when:Greater employee satisfaction

Situational Leadership TheoryDefinition: “A good leader is flexible and can change

Situational Leadership TheoryDelegating style. Employees make and implement decisions on their

Situational Leadership TheoryParticipating Style. Employees and leader share in decision making.

Похожие презентации

Why meet?
Meetings are held in all types of businesses
Meetings are

Meetings are held for variety of purposes:
To co-ordinate or arrange activities
To

Types of Meetings: Formal Meetings
Have set rules and guidelines. Formal

Types of Meetings: Informal Meetings
They are not bound by regulations as formal

Why Meetings Fail?
Managers spend about 60% of their time in meetings.
If

Attending Meetings
Try to understand the meeting’s purpose and your role

Roles
Our role in meetings is a set of behaviors expected of

Successful Team
Will contain a balance of all nine roles.
Several people may

Committed Members
Devote time and energy to team
Support final decision
Perform needed functions
Necessary

Group Task Functions
Initiate
Give information
Seek information
Give opinion
Seek opinion
Elaborate
Energize
Review
Record
Include the following functions .

Group Maintenance Functions
Encourage
Harmonize
Relieve tension
Gatekeep
Microsoft Image

Nonfunctional Behaviors
Blocking
Aggression
Storytelling
Recognition seeking
Dominating
Confessing
Special-interest pleading
Distracting
Withdrawing
Cause unproductive conflict in groups . . .

Handling Nonfunctional People
Plan opening remarks carefully
Seat nonfunctional person next to leader
Avoid

Nonfunctional People (con’t)
Break in
Place talkative member between quiet members
Encourage withdrawers
Give praise

Member Skills
Active Listening
Open-mindedness
Microsoft Image
Communication skills for group members include . .

Leadership Defined:
Leadership is the use of power to promote the goal

Leadership in Meetings
The best soldier is not soldierly
The best fighter is

Trait Theory of Leadership
Do you believe that some people are “born

Trait Theory of Leadership
Microsoft Image
Successful leaders are more likely to be

Leader Responsibilities
Inform members of meetings
Select place for meeting
Check that everything needed

Leader Responsibilities (con’t)
Encourage discussion
Ask questions skillfully
See to task and maintenance functions
Listen

Awareness Check
Leadership Trait Questionnaire . . .

Function Theory of Leadership
“There are certain functions that must be performed

Awareness Check
Leadership Function Questionnaire . . .

Three-Dimension Theory
To be a good leader, you should be aware of

Situational Contingency Theory
Situation dictates leadership style
Leadership depends on:
Power
Task
Relationship
Microsoft Image

Situational Contingency Theory states that…
Autocratic Leadership Style works best when:
Group agreement

Situational Contingency Theory states that…
Democratic Leadership is best when:
Greater employee satisfaction

Situational Leadership Theory
Definition: “A good leader is flexible and can change

Situational Leadership Theory
Delegating style. Employees make and implement decisions on their

Situational Leadership Theory
Participating Style. Employees and leader share in decision making.