Documentos de Académico
Documentos de Profesional
Documentos de Cultura
(A Better Understanding)
Written by:
Wajahat Hussain
BBA (Hon’s) Marketing
Session 2006-2010
The Islamia University of Bahawalpur
Business and Group Meetings
Group Meeting:
Group meeting occurs when two or more people come together for the purpose of
discussing a predetermined topic such as business or community event planning, often in
a formal setting.
General Guidelines:
There are three main things which are very important about meeting.
2. Distribute the workload among members have multiple team members help
run meetings. This has dual benefit of distributing the workload, helping members
how to effectively participate in group.
3. Meeting has three phases and members need to prepare for each.
• Pre meeting
• During the meeting
• Follow-up after the meeting
Purpose of Group Meetings:
Group meeting is needed to run business effectively and to earn more profit.
Types of Meetings:
There are two major types of meetings.
1. Informal group meetings.
2. Formal group meetings.
1) Informational Meetings:
Informational meetings seek only to clarify, to make something clear, and to give
information.
Types of Informational Meetings:
Informational meetings are also classified into two types:
1) Information Giving:
These meetings involve:
• Provide information.
• Discussion and exchange of information.
• Comments from participants.
2) Problem Solving:
These Meetings Involve:
• Discuss and explore problem.
• Action plans are develop.
3) Planning:
These meetings involve
• Decide what will do and who will do it.
• Responsibilities and tasks are distributed.
• Action plans are developed.
Steps To Have A Great Business And Group Meeting:
1. Preparation
2. During the meeting
3. Behavior to avoid
1) Preparation:
Start Promptly:
Begin the meeting with a neutral opening statement.
Stimulate Discussion:
Involving all members in discussion and ask questions to keep the discussion
moving and keep participants on the main path.
Minutes of Meeting:
Assign someone to take notes and write the minutes of the meeting.
Model:
Use an appropriate discussion model.
Interpretation:
After giving all options to the group, interpret data for the solution. It is time to
evaluate.
End on time.
The meeting should be completed with in the specified time.
3) Behaviors To Be Avoid:
1) Background Analysis:
You sense a problem; you feel something is wrong; you hear contradictory stories;
you know something is not going well. Welcome to frustration. You know can solve the
problem alone, or you can assemble a group. There are three recommended steps.
Your thoughtful examination of background material will have helped prepare you
for the role of discussant or leader of the meeting. And, if you have prepared written
background for the material for the group, it will serve as backup to formation to prepare
for the next stage: solution discovery.
2) Solution Discovery:
1) Establish Criteria:-
Ask yourself: What are some of the frequently used criteria applied in the
problem-solution meetings? If you answered fairness, workability, acceptability, positive
consequences, favorable costs, number of people impacted, and return on investment,
you will be among the majority.
Apply some of the above criteria to the following issue: “In view of our high
energy costs, what should be the policy of our company regarding alternative sources of
energy?” Your group might set up criteria for assessing solutions to issues as follows:
The solution must be acceptable to the Environmental Protection Agency and the
company.
The solution should have little impact on earnings per share.
The supply of energy must be adequate (favorable) to cover energy needs into the
next century.
Unless there is consistency in applying criteria, each participant will assess solutions
using there own criteria. But note: some criteria may during at meeting and attach
different weights to those criteria.
3) Solution Evaluation:
The preceding step was simply formulating a list of tentative suggestions on
solving a problem. Now you must evaluate all suggestion in light of your stated criteria.
In other words, you being testing, locating pro and con reasons about a solution,
answering whether a preferred solution truly will solve a problem or create new ones. As
you work through the process in a discussion, you may end with selecting one of your
tentative proposals, create an entirely new solution, or combine parts of several solutions.
Your responsibility is this: You should arrive at solution during this evaluation phase.
A series of questions can serve as hint to what you could be asking, for example, on
this problem: “what health programs will best meet the needs of our workers?”
With the solution accepted, you still have one more thing to decide.
4) Choice of Action:
A favorite question of senior management receiving a recommendation from a
committee is this: What costs are involved? That question, along with a time schedule, is
basic to any group recommendation.
The following example was part of an action marketing plan for placing ads
into catalog sent to consumers in theirs homes.
Our marketing recommendation for new product Diet Lite has been prepared for
introduction on September 1, 1999.
Media Director
Graphic Arts Department
Administration
The document was designed by the vice president for Media Relation.
Thus, problem solving will be the major reason for business group
meetings. And while some meetings will not precisely follow the three main
divisions noted above, all do begin with some kind of opening analysis,
spend considerable time reviewing options, and end with recommendation
for action. Getting to the final stage is sometime messy, but it is better to
live in a democracy where we listen to the view of others than in a
totalitarian society decisions are often made with little input. How to be
good participant using above problem-solving structure is the topic to which
we now turn.
Leadership Responsibilities in Meetings
Leadership responsibilities are major responsibilities to lead a group through the
intricate process of resolving an issue.
There are different kinds of leadership and its functions which will be more
effective before, during and after the meeting.
Kinds of Leadership:
1) Authoritarian:
Avoid the following characteristics typical of an authoritarian leader, show
contempt for some members, dominates the discussion, praises those who agree with his
or her position, speak often and loudly, issues orders and commands suggests that higher
authority supports his or her position. Such leadership characteristics do not belong in our
current system of group meetings.
2) Leaderless:
This is almost as bad as the authoritarian style, but here the leader delegate all
direction and decision-making steps to others. This person believes in shared leadership,
allowing high-ability people to run the meeting. While sometimes successful there is
need for some one to offer some guidance, some positive feedback to the group that
something has been achieved.
3) Democratic, Participative:
You live in democracy; you know that all points of view have the right to be
heard. You also know that in such an environment the group has the final authority that
groups will vary in their ability to make decisions. Your major goal is to make the best
decision possible rather than force them into it; you facilitate productive discussion,
invite minority options, evaluate unsupported generalization and clarify vague
statements. To achieve such a lofty profit profile-with work.
Realize that business discussions take time, are frequently disorganized, and are
in need of good guidance before, during and after a meeting.
4) Create an Agenda:-
It is desirable for the chairperson to send out the agenda in advance of a meeting.
Before the conference participants should study all papers if possible, or at least
the other papers in their assigned cluster group.
Participants should come to the meeting prepared to actively participate by freely
sharing their knowledge, expertise, ideas, and personal experiences.
Participants should feel free to ask questions if they do not understand something
that has been said either in a paper, or in the discussions.
Participants should try to be open to the views of others, especially the views of
those participants from other cultures and regions.
Participants should try to be on time for all sessions.
Participants will be given a worksheet for each session requesting that they note
key points, unanswered questions, formulate new questions, etc.
Organizer:
First role of participant is to be a good organizer and the duty of an organizer is to
give procedural suggestion, to get the group back to main, central issues.
“Mr. Chairman, I suggest we consider moving to item two on our agenda that issue
requires a decision from us by next month.”
Clarifier:
Second role of participant is to act as a clarifier when issues become unclear.
Clarifier points out misunderstandings, attempts and to make clear unclear expressions or
foggy ideas.
Questioner:
Third role of participant is to act as questioner. For this, know the difference
between a vital or an inconsequential question. And ask the question; other may have had
the same question but where afraid to voice their concern.
Factual contributor:
Fourth role0 of participant is to act as factual contributor because participant,
sometime at substantive (factual, accepted opinions) information to a discussion, in order
to make a worthwhile contribution.
“We seem to be guessing on what our chairman wished us to do. Let me take a
minute and read from his letter to this committee….”
Energizer:
Fifth role of participant is to act as an energizer who keeps persons interested and
motivated.
“Madam Chairperson, perhaps a recess in order. That would give us a little time to
reflect and get a cup of coffee. Then let’s come back and finish this task before the end of
the hour. ”
Idea Creator:
Sixth role of participant is to act as an idea creator because the creator risks ideas that
may be new, different, and even unusual. So the participant can give an idea in open
forum of the meeting.
Critical Tester:
Seventh role of participant is to act as a critical tester, to test opinions of others in the
meeting. Focus on the content rather than on who is making the statement.
Conciliator:
Eight role of participant is o act as a conciliator because violent disagreement does
occur. So, conciliator attempt to find a middle ground, seek to find a compromise.
Helper of others:
Final role of the participant is to invite other participants to join in. and help those
who are simply hesitant to speak up in the forum. “We all were a little harsh on your first
point. Could you take a little time and explain your second concern.”
First, identify whether other employees are needed to help you plan the meeting.
Then, decide what you hope to accomplish by holding the meeting. The goals you set will
establish the framework for an effective meeting plan. As Stephen Covey says in the
Seven Habits of Highly Effective people, “Begin with the end in mind”. Your meeting
purpose will determine the meeting the focus, the meeting agenda, and the meeting
participants.
These points help us to conduct business more efficiently, and for more profit.
Advantages of Group Meetings