UNIT 3: GROUP COMMUNICATION SKILLS

TOPIC OUTLINE

Week 11: 1st Meeting Prepared by

3.1 MEETING SKILLS

3.1.1 Definitions of a meeting3.1.2 Forms of meetings3.1.3 Purpose of meeting (internal / external)3.1.4 How to conduct an effective meeting

Miss Marziah Ramli

Week 11: 2nd Meeting  

3.1.5 Roles in meetingsi) Language input for leading a meetingii) Language input for participating in

meetings

Miss Fatimah Ali

TOPIC OUTLINE

Week 12: 1st Meeting

Miss Fatimah Ali

3.2 MEETINGS DOCUMENTATION

3.2.1 Notice of Meeting3.2.1 Meeting Agenda

Week 12: 2nd Meeting

3.2.3 Minutes of Meeting i) Types of Minutesii) Language Skills Required for the Writing of Minutes

Week 13: 1st MeetingContinue with activities from previous lessonsAssessment 5a: Writing meeting documents (15%)

Week 13: 2nd Meeting  Role play of meetings

Miss Marziah Ramli

Week 14: 1st and 2nd Meetings

Assessment 5b: Meeting presentation (20%)

By the end of this unit, students will be able to:- differentiate the types of meeting, their aims and purposes

- demonstrate the ability to lead and participate effectively in a meeting

- use correct language expressions as a chairman and participants in a meeting

- practise appropriate non-verbal communication in meetings

- create meeting documents according to the correct format

Introduction To Effective Meeting Skills

WEEK 11

Definition Of a Meeting• A gathering of two or more persons in order to discuss a matter, share ideas or experiences and reaching agreement.

• It may vary in term of type, purpose, scope, style sand size.

• It can range from huge formal conferences involving large numbers of representatives from many companies, down to

informal gatherings for two or three people.

• Whatever the size of the meeting, it is a means of making decisions, exchanging information, or solving problems.

• It is a forum where participants are able to make suggestions, air opinions or express criticisms.

3.1.1 Forms Of Meetings i. Face-to-face meeting

• Allows for more personal interaction as the meeting facilitator and the participants may communicate face

to face.

• Requires higher cost for long distance travelling and attending the meeting.

• It may be conducted in a form of formal or informal meeting.

ii. Virtual Communication

• Meetings are mediated by communications technology, such as a telephone conference call,

Facebook, Twitter and a Skype conference call or video conference.

• It may cut down cost as long distance travelling can be avoided.

• It may be conducted in a form of formal or informal meeting.

* A face-to-face meeting or virtual meeting can be formal or informal. What are the characteristics of formal and informal meetings?

Formal meetings Informal meetings• It will be restricted by formal rules as

stated in the standing orders.• There are no formal rules.

• There must be an official quorum, i.e. The minimum number of people who should be present in order to validate the meeting.

• Informal meetings do not necessarily have strict agendas (especially in discussion sessions or brainstorming).

• A notice must be given to members in advance / formal invitation.

• The members are not notified in advance as it is not properly planned / no formal invitation

• Full written records of the meeting should be kept.

• Informal notes may be taken but may not necessarily be kept.

• Examples: Annual general meeting, extraordinary general meeting, board meetings, shareholders meetings, employer / staff association, branch meeting etc.

• Examples: Team briefing, Problem solving, Project groups & Working parties

3.1.2 Purpose Of Meeting

The purpose of meeting can be grouped into two:

• Informational meetings (sharing information / coordinating actions).

• Decision-making meetings (problem solving, analysis, persuasion).

There has been proper preparation;

The aim of the meeting is clear and understood by

everyone;

The possible existence of barriers has been

recognized and plans made to overcome them;

Content is relevant; Communication takes place in an ordered manner;

The meeting is monitored to ensure the aim is being/has

been achieved;

Those involved possess and use the necessary skills;

Meeting documents (notice, agenda, minutes) are well

delivered.

Meetings will only be effective when:

Aims And Purposes Of Meetings

1) an exchange of current information. The purpose can be:

I. To give information: II. To obtain information or ideas:

2) progressing or coordinating activities:• To discuss what action is needed.• To co-ordinate the work of different departments or

sections.

3) airing feelings or grievances:• To allow people to let off steam.

4) Negotiating a contract or agreement:• With contractor or other business partners.

5) Resolving a problem:• To clear up confusion.• To overcome an obstacle to the implementation of a plan.• To discover what the problem is.• To investigate a technical difficulty.

6) Taking non-executive action:• To gain support for a plan of action.• To gather views and ideas.• To develop capabilities.• To motivate and encourage commitment.

7) taking executive action:• To get something done.• To carry out a higher management plan.

8) formulating policy:• About the use of certain equipment.

9) preparing a plan or recommendation:• To formulate proposals for senior management to consider.

10) reaching a decision:• How to apply a plan.• What to do about something.

Informational meetings (sharing information)

a) To give information: • The leader provides information / does most of the talking• Objective : to provide clear and complete information• In this meeting, leader may present facts, demonstrate a

work procedure, introduce new policy, or give a motivational talk

• The information that will be conveyed must be well-organized, concise and understandable

• At the end of the session, Q & A sessions will be helpful

b) To obtain information• Sometimes it is also called as an advisory meeting• Objective: the leader or team members is seeking data,

ideas, facts or opinions from it• Most of the time, the team members will reflect upon the

knowledge, experience, and insight of those in the meeting• Open, honest discussion is essential to the success in this

meeting • All team members encourage discussion and ask open-

ended questions

Decision-making meetings

a) Problem solving meetings• Require back and forth communication between team

members• The necessary background information is provided• Team members suggest ideas and explore possibilities using

brainstorming method• Team members examines alternatives presented by

considering certain aspects i.e. effectiveness and practicality of the solution, agreement with organizational mission, staff and budget expectations etc.

b) Analysis• Can be based on Strengths and Weaknesses (SWOT) analysis. • SWOT analysis can focus on internal environment ( the

situation inside the company or organization - for example: performance, quality, people, skills) and the external environment (the situation outside the company or organization -for example: competition, economics, politics, society, culture, technology, environmental,)

c) Persuasion• Focus on interest.• Being attentive to others opinion to reach goal.

3.1.3 How To Conduct An Effective Meeting

i. Useful Strategies

1. Prepare for meeting.• Define the objectives and desired outcomes. • Determine if a different activity could be used besides a meeting.• Determine topics to cover and the best format for the discussion of

each one. • Estimate the length of the meeting.

2. Identify the place of the meeting.• List participants and guests.• List what the participants roles are and what is expected from them. • Prepare a structured discussion to frame the purpose, topics, and

direction of the meeting.• Deliver agenda in advance so that the participants have time to plan and

prepare for the meeting.• Make every meeting a learning event: incorporate creative and cutting

edge education on your particular topic by using books, speakers, or videos.

3. Prepare to attend a meeting (to all participants).• Know the purpose of the meeting. Know what your purpose for attending

is.• Gather all data that you need to bring to the meeting.• Know the agenda of the meeting and ensure your agenda coincides with

the meeting agenda.• Know your role and the path that you are going to follow.• Arrive on time and be prepared to stay until at least the planned stop

time.• Take the meeting seriously, but do have some fun while attending.

3. Set up the meeting place.• Select a physical setting that is comfortable, big enough, and will serve

the purpose.• Create a warm and attractive atmosphere conducive to interaction.• Provide appropriate refreshments.• Have appropriate visual aids and learning aids on hand.• Always do something a little different and something new. Make them

glad that they came.

5. Assign a note taker (minute).• Who attended.• What problems were discussed.• Key decisions reached.• Next Steps (action items): • Who needs to accomplish a task - list team and outside members.• Start and end date of task.• What is it exactly that they need to accomplish.

6. Start the meeting.• Communicate the purpose and desired outcomes to all participants.• Clarify the type of participation and interaction desired.• Set the ground rules (Norms), e.g.: • When the meeting will stop and end.• How each member will be heard.• How conflict will be resolved.• What is expected of each member.• Confidential topics.

• Show that you value their ideas, opinions, and questions.

7. Conduct the meeting.• Take time to tell and hear stories. Be creative.• Clarify and paraphrase key ideas.• Ask for different points of view; protect new ideas.• Use brainstorming techniques:• Record ideas• Use bright colors and bold shapes.• Use pictures, as well as text.• Use bullets to emphasize key points.• Use no more than 7 words per line and 7 lines per chart.• Keep all flip charts posted so that they can easily be referred back to.

•At the end of the meeting, give them to the note taker so that they can be incorporated into the minutes.

• Ask open-ended questions to encourage their input.• Keep the focus on ideas, not on people.• Assign next steps throughout the meeting. • Stay focused on the agenda topics.

8. Keep the meeting focused and moving.• Get information and data from the meeting. • Let the people carry the content; you guide the process.• Acknowledge and reinforce constructive contributions.• Use the agenda to stay on track.• Vary the pace: speed up, slow down, take breaks, change tracks.• Keep the group aware of where they are in the process.• Periodically summarize key points and ask for agreement.• Help the group reach consensus and reach conclusions.

9. Closing.• Help the group decide on next steps.• Review assigned next steps. Ensure each person knows their duties to

perform.• Make sure everyone goes from "meeting" to "doing."• Conclude by summarizing the group's accomplishments.• Thank group members sincerely for their participation and contributions.

10. Follow up (action items).• Evaluate the meeting. What worked? What needs improvement?• Plan post-meeting logistics.• Using the minutes and your impressions, create a document that clearly

describes the meeting.• Use comments, questions, criticisms, and insights to enhance the quality

of the document.• Distribute the document to all participants and other key players within

the organization. Monitor progress on next steps.

ii. Effective Group Size for Meeting

* The number of participants in a meeting can influence radically how the group functions:

Two people:• Impractical because biased decision can occur.• Each person can exercise complete veto over the other.

Three people:• There is a tendency for two members to unite against the

third.• Three-person meetings also lack the error-correcting

characteristics of larger groups.

Four people:• Sharp divergences tend to appear: three against one or

two against two.• Meetings of this size may have insufficient breadth of

experience among members and lack enough variety and intellectual stimulus to produce good results.

Five to ten:• People can talk almost as much as they want to and are

able to exert influence over each other.• There is probably sufficient variety of talent and

personality to treat problems imaginatively.• Good conditions for interaction and therefore for group

problem solving.

Over ten people:• As the group grows in numbers, an increasing number

of people are scared into silence.• Intimate face-to-face contact becomes difficult and the

group may split into cliques.• Low participators stop talking to other members of the

group and either stay silent or talk only to the few. Thus interaction and creativity freeze.

• Some large groups, however, can solve certain kinds of problem more effectively than similar smaller groups.

• The more people in the group the more chance there is that it contains an expert who knows the answer.

iii. Effective Meeting Using Nonverbal Communication* Apart of having proper group size for meeting, non-verbal communication during meeting is also important.

Nonverbal communication is the process of sending unspoken messages through the use of facial expression, eye contact, sounds, head movements and gestures.

Clothing, appearance, hair and makeup styles can also be considered as forms of nonverbal communication.

Nonverbal communication is just as effective as verbal communication.

This is because, only 7% of our perceptions come through words while another 93% come through non-verbal cues!

Examples of BAD and GOOD non – verbal communication during meeting

Eye contact• (-) gazing, fleeting eye contact, avoiding contact• (+) being attentive

Facial expressions• (-) frowning, too serious, showing impatience• (+) smiling

Body posture• (-) slouching, arms across chest, stretching aggressively• (+) sitting up, facing the speaker

Distance or contact• (-) invading others space, sitting outside the group • (+) shake hands, respect personal space

Examples of BAD and GOOD non – verbal communication during meeting

Head movement• (-) holding head in your hands, stretching head • (+) head nods at appropriate juncture

Gestures • (-) hand movement, distracting gestures, touching nose ,

scratching, fingers tapping, clicking pens,• (+) taking notes

Voice tone, pitch & volume• (-) laughing at the end of serious utterances, use high pitch when

being asked• (+) pause properly , speaks clearly

Appearance• (-) inappropriate hairstyle, excessive make-up, shabby attire, bad

body odour• (+) neat hair, minimal make -up, formal attire, fresh odour

Applying Non-verbal Communication During Meeting

Arrive early.

Relax.

Sit at the end of the table.

Distribute an agenda. Remain seated during the distribution.

Make eye contact with every speaker at the meeting. Engage with speakers. Smile when appropriate, or

listen with concerned interest.

Stay still and remain focused.

Observe cultural differences in business etiquette.

Sit where you can see everyone.

Lean forward. Avoid angling your body away from the table or reclining in your chair. Sit up straight.

Make eye contact. Glance around the table and briefly lock eyes with every member of the meeting.

Nod your head once. You are ready to begin.

Caution: Avoid clapping your hands or raising your index finger to your mouth.

The End