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Презентация на тему Effective Meetings: Two Heads are Better than One

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Why meet?Meetings are held in all types of businesses Meetings are a great tool in communication process.
Effective Meetings “Two Heads are Better than One” Why meet?Meetings are held in all types of businesses Meetings are a 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 held Attending MeetingsTry to understand the meeting’s purpose and your role in RolesOur role in meetings is a set of behaviors expected of us Successful Team	Will contain a balance of all nine roles.Several people may share Committed MembersDevote time and energy to teamSupport final decisionPerform needed functionsNecessary for Group Task FunctionsInitiateGive informationSeek informationGive opinionSeek opinionElaborateEnergizeReviewRecordInclude the following functions . . .Microsoft Image 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 direct Nonfunctional People (con’t)Break inPlace talkative member between quiet membersEncourage withdrawersGive praise and encouragementMicrosoft Image Member SkillsActive ListeningOpen-mindednessMicrosoft ImageCommunication skills for group members include . . . Leadership Defined:Leadership is the use of power to promote the goal accomplishment Leadership in MeetingsThe best soldier is not soldierlyThe best fighter is not Trait Theory of LeadershipDo you believe that some people are “born leaders”?Basically, Trait Theory of LeadershipMicrosoft ImageSuccessful leaders are more likely to be . . .AmbitiousTrustworthyMotivatedSelf-confidentKnowledgeableCreative Leader ResponsibilitiesInform members of meetingsSelect place for meetingCheck that everything needed is Leader Responsibilities (con’t)Encourage discussionAsk questions skillfullySee to task and maintenance functionsListen carefullySummarizeThank Awareness CheckLeadership Trait Questionnaire . . . Function Theory of Leadership“There are certain functions that must be performed if Awareness CheckLeadership Function Questionnaire . . . Three-Dimension TheoryTo be a good leader, you should be aware of your Situational Contingency TheorySituation dictates leadership styleLeadership depends on:PowerTaskRelationshipMicrosoft Image Situational Contingency Theory states that…Autocratic Leadership Style works best when:Group agreement is Situational Contingency Theory states that…Democratic Leadership is best when:Greater employee satisfaction is Situational Leadership TheoryDefinition: “A good leader is flexible and can change styles Situational Leadership TheoryDelegating style. Employees make and implement decisions on their own. Situational Leadership TheoryParticipating Style. Employees and leader share in decision making. This Transformational LeadershipCharismatic leaders (Lee Iaccoca,Martin Luther King, Jr., Franklin Roosevelt, Mary Kay
Слайды презентации

Слайд 2 Why meet?
Meetings are held in all types of

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

businesses
Meetings are a great tool in communication process.


Слайд 3 Meetings are held for variety of purposes:
To co-ordinate or

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

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

Слайд 4 Types of Meetings: Formal Meetings
Have set rules

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

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.


Слайд 5 Types of Meetings: Informal Meetings
They are not bound by

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

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.

Слайд 6 Why Meetings Fail?
Managers spend about 60% of their

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

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.

Слайд 7 Attending Meetings
Try to understand the meeting’s purpose

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

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.


Слайд 8 Roles
Our role in meetings is a set of

RolesOur role in meetings is a set of behaviors expected 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.)

Слайд 10 Successful Team
Will contain a balance of all nine

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

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.

Слайд 11 Committed Members
Devote time and energy to team
Support final

Committed MembersDevote time and energy to teamSupport final decisionPerform needed functionsNecessary

decision
Perform needed functions
Necessary for effective team participation . .

.

Microsoft Image


Слайд 12 Group Task Functions
Initiate
Give information
Seek information
Give opinion
Seek opinion
Elaborate
Energize
Review
Record
Include the

Group Task FunctionsInitiateGive informationSeek informationGive opinionSeek opinionElaborateEnergizeReviewRecordInclude the following functions . . .Microsoft Image

following functions . . .
Microsoft Image


Слайд 13 Group Maintenance Functions
Encourage
Harmonize
Relieve tension
Gatekeep
Microsoft Image

Group Maintenance FunctionsEncourageHarmonizeRelieve tensionGatekeepMicrosoft Image

Слайд 14 Nonfunctional Behaviors
Blocking
Aggression
Storytelling
Recognition seeking
Dominating
Confessing
Special-interest pleading
Distracting
Withdrawing
Cause unproductive conflict in groups

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

. . .


Слайд 15 Handling Nonfunctional People
Plan opening remarks carefully
Seat nonfunctional person

Handling Nonfunctional PeoplePlan opening remarks carefullySeat nonfunctional person next to leaderAvoid

next to leader
Avoid direct eye contact
Assign nonfunctional member tasks
Ask

members to speak in order

Microsoft Image


Слайд 16 Nonfunctional People (con’t)
Break in
Place talkative member between quiet

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

members
Encourage withdrawers
Give praise and encouragement
Microsoft Image


Слайд 17 Member Skills
Active Listening
Open-mindedness
Microsoft Image
Communication skills for group members

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

include . . .


Слайд 18 Leadership Defined:
Leadership is the use of power to

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

promote the goal accomplishment and maintenance of the group.

- D. W. Johnson
(Hamilton, p.238)

Слайд 19 Leadership in Meetings
The best soldier is not soldierly
The

Leadership in MeetingsThe best soldier is not soldierlyThe best fighter is

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

Слайд 20 Trait Theory of Leadership
Do you believe that some

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

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.

Слайд 21 Trait Theory of Leadership
Microsoft Image
Successful leaders are more

Trait Theory of LeadershipMicrosoft ImageSuccessful leaders are more likely to be . . .AmbitiousTrustworthyMotivatedSelf-confidentKnowledgeableCreative

likely to be . . .
Ambitious
Trustworthy
Motivated
Self-confident
Knowledgeable
Creative


Слайд 22 Leader Responsibilities
Inform members of meetings
Select place for meeting
Check

Leader ResponsibilitiesInform members of meetingsSelect place for meetingCheck that everything needed

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


Слайд 23 Leader Responsibilities (con’t)
Encourage discussion
Ask questions skillfully
See to task

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

and maintenance functions
Listen carefully
Summarize
Thank participants and audience
Make sure results

are passed on

Microsoft Image


Слайд 24 Awareness Check
Leadership Trait Questionnaire . . .

Awareness CheckLeadership Trait Questionnaire . . .

Слайд 25 Function Theory of Leadership
“There are certain functions that

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

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


Слайд 26 Awareness Check
Leadership Function Questionnaire . . .

Awareness CheckLeadership Function Questionnaire . . .

Слайд 27 Three-Dimension Theory
To be a good leader, you should

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

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

Situational Contingency TheorySituation dictates leadership styleLeadership depends on:PowerTaskRelationshipMicrosoft Image

Image


Слайд 29 Situational Contingency Theory states that…
Autocratic Leadership Style works

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

best when:
Group agreement is not required for implementation
The group

is very large
Time for a decision is short



Слайд 30 Situational Contingency Theory states that…
Democratic Leadership is best

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

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

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

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.

Слайд 32 Situational Leadership Theory
Delegating style. Employees make and implement

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

decisions on their own. This style works best when

employees are both willing and able to do the job.


Слайд 33 Situational Leadership Theory
Participating Style. Employees and leader share

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

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.

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