Discussion board | Applied Sciences homework help

1. What do we need to do in the meeting to achieve our objective? 2. What conversations will be important to the people who attend? 3. What information will we need to begin?26

234 As Figure 8.1 illustrates, a complete agenda contains the following information: a list of the attendees (and whoever else needs to see the agenda); the meeting’s start time, end time, and location; necessary background information; and a brief explanation of each item. Consider the following tips when creating an agenda: FIGURE 8.1 Format for a Comprehensive Agenda 474 For virtual meetings, include the time zone. Unless you announce the length of the meeting, expect some members to leave early. Failure to note the location or, for virtual meetings, instructions for accessing the meeting may result in members entering late. If the agenda includes one or more problem-solving items, it is best to keep the group size small (fewer than seven members) so everyone can participate in the discussions. Background information can educate members on the meeting’s significance or provide participants with a reminder of information they may have forgotten. Agenda items can come from many sources, including the group’s leader, minutes from previous meetings, team members, or standing items (e.g., committee reports).27 A good agenda goes beyond just listing topics, however, by describing the goals for the discussion. For example, rather than listing a general topic such as “Discuss the website redesign,” an action-based goal can be provided: “Choose the design that best represents our company’s image and has the greatest functionality.” For virtual meetings, avoid trying to squeeze too many items into a single meeting. Rick Maurer, author of Beyond the Wall of Resistance and Why Don’t You Want What I Want, 475 235 advises planners to keep the focus on one or two topics at approximately 30 minutes each. If you must cover more items, Maurer suggests giving people time to stretch, take a restroom break, or replenish their coffee in between segments.28 Communications expert Nick Morgan suggests an even smaller time frame of 10 minutes dedicated to each topic, as recent evidence suggests that attention spans may be only 10 minutes long in the information age.29 The order of agenda items is also important. Some experts suggest the difficulty of items presented should form a bell-shaped curve, with items arranged in order of difficulty (Figure 8.2). The meeting ought to begin with relatively simple business: minutes, announcements, and the easiest decisions. Once members have hit their stride and a good climate has developed, the team can move on to the most difficult items. The final third of the meeting should focus on easier items to allow a period of decompression and goodwill. FIGURE 8.2 A Bell-Shaped Agenda Structure Source: Tropman, J. E., Effective Meetings: Improving Group Decision Making (2nd ed.). Thousand Oaks, CA: Sage, 1995. You might argue such a detailed agenda would take too much time to prepare. Once you see how preparing the attendees with this sort of information produces better results, though, you will realize the advance work is well worth the effort. Pre-Meeting Work 476 Pre-meeting work helps ensure that the time spent in a meeting is focused and productive. Copies of the agenda should be distributed to attendees in advance. This will provide attendees with time to review the items that will be discussed, formulate ideas or questions, and prepare their thoughts. The meeting planner should set the tone by requesting that the agenda be read in advance.30 This can easily be done by adding preparation instructions to the agenda. If certain members have specific jobs to do, the meeting organizer can jot down these tasks on their individual copies: “Sarah, be sure to bring last year’s sales figures.” Attendees should be provided with an additional copy of the agenda once they arrive to the meeting to help keep them focused. For virtual meetings, planners must also consider which technology will best help the team achieve its goals. Evidence suggests that video makes people feel more engaged because attendees can see one another’s nonverbal reactions.31 Audio is considered the next best option, as it allows attendees to hear what speakers are saying and interact with others.32 To ensure that the meeting proceeds smoothly, planners should know how to operate the various meeting-related software features: Toggling mute on and off Posting questions 236 Retrieving responses or questions Transferring control between participants Changing the window (such as toggling between the presentation and camera view)33 Once the technology has been determined, planners should send login information (call-in numbers, access codes, or URLs) to attendees at least one day in advance. Attendees should be asked to log in at least 15 minutes prior to the start of the meeting to test their connectivity.34

• Conducting the Meeting

477 Effective openings get the meeting off to a good start. First, they give everyone a clear picture of what is to be accomplished. Second, they define how the team will try to reach its goal. Finally, they set the stage for good teamwork and, therefore, good results. The first few remarks by the person who called the meeting can prepare the team for a constructive session. Setting the Tone Creating a comfortable and professional environment will go a long way toward fostering good relationships and problem-solving discussions. Two great ways to set the tone include establishing etiquette and creating goodwill. Establish Etiquette In a virtual environment, establish some rules for etiquette and remind attendees of these guidelines. Participants may be asked to mute their microphones when they are not speaking to reduce background noise.35 Participants may also be encouraged to say their names aloud before speaking if there is not a video component.36 Multitasking should be addressed as well. Some virtual meetings— particularly those without a video component—are ineffective because participants have their phones on mute and are using the time to work on unrelated tasks. Additionally, virtual meetings present several unique challenges associated with the technology used. Because there is always the potential for technology to fail, technical support personnel should be on standby. The meeting planner should always have a backup plan ready for the meeting (such as moving to a conference call) and should make that plan known to the participants. Another challenge is the awkwardness that comes with the common 2- to 3-second video delay. To combat this issue, instruct participants to move at a slightly slower pace, make sure there are sufficient pauses after speaking, and call attention to themselves by providing a verbal or nonverbal signal (such as raising their hand or saying “question”) and then waiting a few seconds before speaking.37 478 ©Ariel Skelley/Blend Images/Alamy Stock Photo RF Create Goodwill Once etiquette been established, begin the meeting with a personal–professional check-in to help create goodwill among attendees. In a virtual setting, conduct a roll call and introduce all participants. For virtual and face-to-face meetings, attendees should be prompted to take 1 minute to share something that is going on in their personal or professional lives.38 Remind them that they should provide only information that they are comfortable sharing. Go first to model the approach. 237 CAREER tip Members Can Be Leaders, Too Good leadership drives successful meetings, but members can also play an important role in making a meeting successful. Every person involved in a meeting can use the following tips to improve his or her effectiveness during the meeting: Ask that an agenda be sent out before the meeting or agree on an agenda at the beginning of the meeting. 479 Ask for help at the beginning of the meeting. Seek clarification on the meeting’s goal. Is it to present information? To make a decision? Be tactfully bold and suggest canceling an unnecessary or badly planned meeting. Convene it when there is a need and an agenda. Volunteer to be a record-keeper. A written set of minutes reduces the chance for misunderstandings, and keeping notes yourself creates a record that reflects your perception of events. Suggest that a timekeeper be appointed, or volunteer to fill this role yourself. This person advises the group when time for addressing each issue—and the meeting itself—is nearly over and alerts the group when time runs out. Ask for help before the meeting closes: “Exactly what have we decided today?” “What do we need to do before our next meeting?” Source: Adapted from “Kemp, J. M.” Moving meetings. McGraw-Hill, 1994 See: https://www.amazon.com/Moving-Meetings-Jana-M-Kemp/dp/0786303336 Upon conclusion of these informal pleasantries, identify the goals of the meeting. This will remind everyone of the purpose for meeting and help focus the discussion. For example: “We’re faced with a serious problem. Inventory losses have almost doubled in the last year, from 5 percent to 9 percent. We need to decide what’s causing these losses and come up with some ideas about how to reduce them.” Even though members should have reviewed the agenda, it can be helpful to spend a few moments previewing the agenda and goals. Background information may also be provided to explain the context of the meeting and ensure everyone has the same picture of the subject being discussed. This step prevents misunderstandings and helps members understand the nature of the information the group will consider. The format of the preview can range from providing photocopies of budget information or other key documents to delivering a short informational presentation to the team at the meeting. 480 Conducting Business No meeting will be successful without committed, talented participants. But even the best attendees do not guarantee success. Someone—either the leader or a responsible member—has to be sure all important business is covered in a way that takes advantage of the talents of everyone present. Parliamentary Procedure One of the most common practices in business meetings is to follow parliamentary procedure, or a set of rules that govern the way groups conduct business and make decisions in meetings.39 This format can keep discussions clear and efficient while safeguarding the rights of everyone involved in deliberations. Parliamentary procedure is an appropriate way to operate a meeting when the team is faced with the following situations: The group’s decisions are of interest to an external audience. A sense of urgency or being rushed may obscure critical thinking. Emotions are likely to be strong. 238 CULTURE at work International Business Etiquette Understanding the background, language, values, decision-making style, types of greetings, dining conventions, and common business practices for various cultures is an important key to success in the global marketplace. In Hong Kong, for example, someone who is running late to a meeting is expected to call the host to inform the host of his or her expected arrival time, as well as to apologize for being late. While conducting business, it is customary to rise from your chair when someone enters your office. Gifts should also be accepted and given with both hands and should not be unwrapped in front of the giver. 481 For more business etiquette guidelines, searchable by country, visit http://www.executiveplanet.com. According to the rules of parliamentary procedure, a standard meeting agenda has the following parts: