Term
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Definition
-Meetings are important setting for creating and aligning visions, goals, roles, and proposals
- Meetings are context for exercising influence
-Meetings are valuable when they clarify shared visions, goals, roles, and establish norms that empower individuals to contribute when working on their own
-Meetings are destructive when ambiguity fosters frustration, conflict, withdrawal, and poor performance
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Term
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Definition
-need entire group to provide information
-want participation in decision making
-are dealing with problems that need input |
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Term
| Its better not to hold a meeting if |
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Definition
-you don;t have time to prepare
-a phone cal or email will work as well
-the issue has already been decided on |
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Term
| Preparing for the meeting |
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Definition
-Create a plan
-determine the people to invite
-plan the place
-clarify the meeting processes
-assign responsibility for progress |
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Term
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Definition
-Outline of the meeting
purpose and objectives of the meeting
Topics for discussion
Discussion leader for each topic
Time allotment for each topic
Necessary attendee preparations
-Send email notification and reminder for the meeting |
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Term
| Determine the people to invite |
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Definition
-Considerations
Need for diverse perspectives
Need for diverse knowledge, skill, and ability
Need for diverse representation to implement solutions
Need for authority and influence
Need for productive climate |
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Term
| Role of people at the meeting |
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Definition
-Leader: responsible for follow-up
-Facilitator: guides group processes
-Scribe: does the meeting minutes
-Contributor: offers ideas and information
-Expert:Contributes specialized knowledge |
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Term
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Definition
-Room location, size
-Seating arrangements
-necessary equipment |
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Term
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Definition
-Begin on time
-Have time for introductions
-Have brief introductory discussion
Clarify the agenda, objectives and outcomes
-Establish ground rules
-Follow the agenda
-Encourage participation
Substantive conflict |
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Term
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Definition
-If its decision by group:
Voting by majority?
group consensus?
-If decision by the leader:
the leader gathers input individually
meeting called for input, then the
leader makes necessary decision |
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Term
| Responsibility for Progress |
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Definition
-At the end of meeting
Summarize the key points an decision
clarify actions plans
-Develop an action and communication plan
What needs to be done, by whom and by
when
-Create a follow-up memo/minutes
Review key points and decisions
Itemize actions items for next meeting
Propose date for next meeting |
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Term
| BAD things that can happen at a GOOD meeting |
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Definition
-People leave early or come late, dominate the conversation
-The group gets stuck, falls silent or gets distracted, repeats topics over again
-Participants are avoiding key points
-Conflicts arise |
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