Working in Groups:: 5 Edition

Working in Groups: 5th edition
Isa N. Engleberg
Prince Georges Community College
Dianna R. Wynn
Nash Community College
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Chapter 12:
Planning and
Conducting
Meetings
Too Many Meetings
There are more than 11 million business
meetings in the U.S. every day.
Most employees spends 15 hours per
week in meetings.
Most employees attend 60 meetings a
month.
Many meetings are not productive or
rewarding group experiences.
What Wrong with Meetings?
The meeting was unnecessary.
The meeting wasted time.
The meeting didnt use/follow an agenda.
________________________________.
________________________________.
________________________________.
________________________________.
What is a Meeting?
Meeting
A scheduled gathering of group
members for a structured
discussion guided by a designated
chairperson
Essential Meeting Elements
Questions for Planning a Meeting
Why are we meeting?
Who should attend the meeting?
When should we meet?
Where should we meet?
What materials do we need?

PowerPoint Quiz
Which group dialectics are most relevant
when planning and conducting
meetings?
a) structure spontaneity & leadership
followership.
b) individual goals group goals & conformity
nonconformity.
c) heterogeneous homogeneous & conflict
cohesion.
d) engaged disengaged & open system
closed system.
The Need for Agendas
Agenda
The outline of items to be discussed and
tasks to be accomplished during a
meeting
An agenda . . .
is an organizational tool.
helps members prepare for a meeting.
is a time management tool.
provides a measure of success.
A Business Meeting Agenda
Purpose of Meeting Approval of Previous
Names of Group Meetings Minutes
Memberspresent Individual and
or absent Committee Reports
Date, Time, and Unfinished Business
Place New Business
Call to Order Announcements
Approval of the Adjournment
Agenda
Sample
Discussion
Agenda
PowerPoint Quiz
When is the best time to address important
and difficult issues in a meeting?
a) At the beginning of the meeting
b) During the middle portion of the

meeting
c) During the last third of the meeting
d) At the end of the meeting

Chairpersons Pre-Meeting
Tasks
Notify members
Distribute materials
Remind members
Prepare for discussion

Chairpersons Tasks
During the Meeting
Begin on time
Delegate minutes
Follow the agenda
Facilitate the discussion
Provide closure
Chairpersons Post-Meeting
Tasks
Evaluate the meeting
Distribute the minutes
Monitor assigned tasks
Common Disruptive Behaviors
Nonparticipants
Loudmouths
Interrupters
Whisperers
Latecomers
Early Leavers
Dealing with Loudmouths
How to deal with loudmouths:
Acknowledge that you understand their
positions.
Interrupt them and shift the focus to other
members.
Tell them the group needs input from
everyone.
Assign them side-line tasks (e.g., taking
minutes) that shift them from talking to
listening and writing.
How to Deal with Disruptive
Behavioral Problems
Nonparticipants:
_____________________________________________
__________________________________________
Interrupters:
_____________________________________________
___________________________________________
Whisperers:
_____________________________________________
___________________________________________
Latecomers and Early Leavers:
_____________________________________________
___________________________________________
PowerPoint Quiz
If members are frequently late to meetings, the
chairperson should . . .
a)wait to start until all members have arrived.
b)review what has been accomplished whenever
a latecomer arrives.
c)let latecomers sit without participating until
they have observed enough to be able to
contribute.
d)publicly reprimand latecomers.
e)assign latecomers tasks that no one else
wants to do.
PowerPoint Quiz
In order to run a successful virtual meeting, you
should. . .
a) begin a virtual meeting by reading the
meeting agenda out loud.
b) invite more people to participate.
c) make sure that all members have access
to the technology and know how to use it.
d) use technology youve used before so you
dont have to worry about testing it prior to
meeting with the group.
Deborah Duarte and Nancy Snyder, Mastering Virtual
Teams
Preparing the Minutes
The minutes of a meeting are . . .
the written record of a groups discussion
and activities.
legal documents as well as historical records
of organization business.
a way to share what happens with members
who dont attend.
a way to prevent disagreement over member
assignments and group decisions.
What to Include in the Minutes
Name of the group Time the meeting was
Date and place of called to order
meeting Time the meeting
Names of attending adjourned
members Name of person
Name of the chair preparing the minutes
Names of absent Summary of discussion
members and decisions including
action items
Taking Minutes
Write clear statements that summarize the
meetings main ideas and actions.
Word decisions, motions, action items, and
deadlines exactly as the group makes them.
If in doubt, ask the group for clarification.
Attach the agenda and any reports to the final
copy of the minutes.
Guidelines for Taking Minutes
Report the facts and all sides of a discussion
accurately.
_________________________________
_________________________________
_________________________________
Always keep in mind that the minutes are a

public record of the meeting.
Sample of
Informal
Minutes
Post-Meeting Evaluation
Was the meetings goal clear?
Was the agenda useful and followed?
How prepared were group members?
Did everyone have an equal chance to
participate?
Did members listen effectively and
consider different points of view?
Were assignments and deadlines
made clear by the end of the meeting?
Additional Evaluation Questions
What other evaluation questions would
you add to those on the previous slide?
Example: Did the meeting begin and end
on time?
Example: ________________________
Example: ________________________
Example: ________________________

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Working in Groups: 5th edition

The meeting didnt use/follow an agenda.

When should we meet?

Where should we meet?

What materials do we need?

b) During the middle portion of the

d) At the end of the meeting

Prepare for discussion

Always keep in mind that the minutes are a

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