ES2002ES2002Meeting Skills Meeting Skills
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ObjectivesObjectives
To understand the following:the important role of meetings in
the workplacethe role of intercultural
interpersonal communication in meetings
stages of meetingmeeting behaviorsresponsibilities of the meeting
leader 2
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Role of meeting at the Role of meeting at the workplaceworkplaceCrucial- decisions are made,
matters are discussedMeetings can take place face to
face or virtually.
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Types of meetingsTypes of meetingsAd hocBoard meetingKick off meetingManagement meetingStaff meeting
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DiscussDiscuss
What is the relationship between good intercultural and interpersonal skills and meeting skills?
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Signs of a successful Signs of a successful meeting? meeting?
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An unsuccessful meeting? An unsuccessful meeting?
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Meeting- preparation Meeting- preparation stage stage 1. What is the objective of the
meeting?2. Who are the participants and
what are their roles? 3. What is your role?4. What would be the best and
worst result of the meeting? 5. What time constraints are on the
meeting?
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Leading a meetingLeading a meetingOpen the discussion by introducing self and
stating the purposeExtract relevant informationRecognize problemsSolve/acknowledge problemsListen well, constantly move the discussion
forwardDraw everyone to equally participate Regulate (tactfully) those who tend to
monopolize the discussion
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Attending a meetingAttending a meetingBe interested and attentive in the
meeting Stay focused on why you are
there Do not get personal
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Ending the meeting Ending the meeting Partings that dither and those that are
too abrupt are signs of inconclusiveness.
If you are the leader, take responsibility for the parting by doing the following:
Clearly signal that the meeting is coming to an end
Sum upAsk if there are any questionsLet members know if there is another
meeting coming up
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Task Facilitating
◦Initiating◦Giving or seeking information◦Coordinating◦Setting procedure
Meeting BehaviorsMeeting Behaviors
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Group Maintenance
◦Encouraging◦Harmonizing◦Compromising
Meeting BehaviorsMeeting Behaviors
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Self-oriented
◦Controlling◦Withdrawing◦Seeking attention◦Diverting◦Excluding◦Belittling◦Blocking
Meeting BehaviorsMeeting Behaviors
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Specific linguistic strategies
◦ Encourage participation ‘What is your reaction…?’ ‘How do you feel about…?’
◦ Get contributions from quiet members ‘We haven’t heard from Alex yet. What do you feel
about…?’
Responsibilities of a Responsibilities of a Meeting LeaderMeeting Leader
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Specific linguistic strategies
◦ Control members who talk too much ‘Yes, we all take your point on that but I think another
perspective will help. Has anyone here any other ideas?’
◦ Reach mutual understanding ‘Let me see if I understand your position. Are you saying
that…?’ ‘I’m not sure I understand. Do you mean that…?’
Responsibilities of a Responsibilities of a Meeting LeaderMeeting Leader
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Techniques for managing Techniques for managing ‘tough’‘tough’participantsparticipantsParaphrasingProbingProviding alternativesProviding positive feedbackContracting
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Techniques for managing ‘tough’Techniques for managing ‘tough’participants – an exampleparticipants – an example
“Who do the sales managers think they are?. They never think about the sales staff out there in the field.”
As I understand it, you think…. I see. You know Stella , I can understand why
you are frustrated. I would too if ….What do you think would be a better way
to…..Why don’t we ask if anyone in the group has
any ideas and if you think of anything….
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ReferenceReference Rodenburg. P. (2009) Power Presentation: Penguin Group Coulter, C. (1982) Winning words, a new approach to developing
effective speaking skills: CBI Publishing Company ES2002 Course notes
19Prepared by CS July 2012© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE