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Name:MUHAMMAD AZAM

Reg. No.:

08-ECT-12My Topic:

Communication at meeting and types of meeting

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Communication at Meeting

What is meeting?

An act or process of coming together as an assembly for

a common purpose

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Meeting of the minds

Meeting should be a meeting of minds.

Not collect the people to pass the time.

Meetings are not the waste of time, many consider themeeting to be a waste of time in which nothing isachieved.

Meeting should not be held if there are more effective

ways of achieving the same aims.

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Meeting Purposes

Give information to several people at the same time.

2. To pool knowledge and decision making in order

to solve problems. To obtain commitment from the members at the

meeting to a given course of action.

To introduce people each other.

The frequency with which meeting are called dependupon the tone being discussed.

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Behavior in Meeting

Chairperson need to be skilled in recognizing.

Behavioral patterns:Adopt a style which is suited to the occasion. Proposing new actions and making suggestions.

Building on the proposal made by someone else.

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Behavioural patterns Contd.

Supporting a proposal put forward by another person.

Attacking and defending behavior.

Testing understanding , to see whether the earlierdiscussions have been understood.

Asking for and giving information , which can berelated to new facts.

Summarizing earlier discussions in a much shortenedform , with highlights.

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Behavioural patterns Contd.

Bringing in contributions from participants who havenot been active.

Shutting out , which is the opposite of bringing in, theaim being to reduce the contribution from aparticipants.

Usually this is done unconsciously by members at the

meeting , by one person interrupting another.

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Planning and Running a Meeting

Meetings usually have a chairperson(manager).

This is usually not a good idea that a manager be a

chairperson. Chairperson qualities.

Manager qualities.

Although a chairperson needs to be completely

unbiased.

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Chairperson Behavioral Patterns

Proposing is done on procedural items rather than oncontent.

Building is done in order to combine contributionsrather then to add a new contributions.

Very little agreeing/disagreeing behavior is exhibited,which is as expected , since the chairperson is neutral.

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Chairperson Behavioral Patterns

Contd.

The chairperson is constantly testing understanding. Bringing in and shutting out is done periodically and

consciously , in order to bring in a low contributor orto stop any one person , or a group of participants ,

from dominating the meeting. The chairperson never attacks or defends.

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Degree of control via Size of

meeting

Whether a formal chairperson function is required

also depend on factors such as the size of a meeting. The larger the meeting the greater the degree of

control required and the greater the need for achairperson.

For small meeting , with about four to five participants, very little formal control is required and achairpersons role is largely superfluous.

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Degree of control via Size of

meeting Contd.

As the size of the meeting increases the level of controlneeded also increases , although the increase reducesfor very large meetings.

For example , the style and control need for a meeting

with 200 participants will be very similar to thatneeded for a meeting with 300 participants.

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Rules for meeting

Objectives must be clearly defined.

Meeting should have an agenda. Formal beginning and formal ending.

Participants dont feel bad.

When an action is allocated it is clearly defined to

the secretary and completion time put against it.

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Types of Meeting

1. Filter Meeting

2. Amplifier Meeting

3. Brainstorming

First two are major types.

Third type is a hybrid of first two types.

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1. Filter Meeting

Put forward a large number of proposals.

Best few proposals are selected.

Main aim is to reduce proposals. Each participants try to get their proposals accepted.

Win-lose meeting.

Winners and losers.

More and little work.

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1. Filter Meeting Contd.

The outcome of the meeting is also predictable.

Meeting may agree on the proposals that are to be

accepted. Little commitment to the rejected proposals.

Proposals are often are rejected with very littleexplanation.

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2. Amplifier Meeting

Few new proposals are put forward.

Considerable amount of building activity.

Very little attacking and defending. These could be a agreeing and disagreeing.

Win-win meeting.

All participants win in the end.

Much more creative than filter meeting.

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2. Amplifier Meeting Contd.

Higher quality decisions.

Generally it is more better if no preparation is done byparticipants before the meeting.

This prevents people from coming to the meeting withpreconceived ideas.

A problem occur if large number of proposals have to

be gone through.

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3. Brainstorming

Form of filter meeting.

It is an established technique , being described byOsborn(1984) as:

Using the brain to storm a creative problem.

Venue for the meeting should be carefully selected.

The meeting is likely to be exhausting and so should

be kept relatively short.

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What is brainstorming?

Brainstorming is a means of generating ideas.

Brainstorming can be used to identify alternatives,

obtain a complete list of items and to solve problems. There are a variety of brainstorming techniques.

The common principle of brainstorming is to set asidethe restrictive thinking processes so that many ideas

can be generated.

21

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3. Brainstorming Contd.

Small groups of participants should be involved.

No dominant personality present.

Competition between participants should beencouraged.

Very strong chairperson is essential.

Objectives should be told at the start.

If to select product name!!

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3. Brainstorming Contd.

Chairperson ask for the proposals.

All proposals are written down in full view of allparticipants.

Main aim to get proposals.

Wild suggestion are encouraged.

No discussion or criticism.

Participants should encouraged to built on otherpeoples proposals.

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3. Brainstorming Contd.

When no more proposals are obtained the chairpersonmay go through the list of proposals in turns , seekingclarification from the contributor.

Very wild proposals may be rejected .

New ideas which arise can be added to the list.

Narrow down the proposals.

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