Manage Meeting

Question: Discuss about theManage Meeting. Answer: Assignment-1 Effective and Ineffective Meeting: The following are the characteristics of the effective and ineffective meetings: Atmosphere: Effective team has the tension free atmosphere but the ineffective team work within an atmosphere where lack of attention and side conversations exists (Fleischhacker et al. 2014). Discussion: Effective team always encourages the team members while having a discussion with them. But the ineffective team has discussions full of domination by one single person. Objective: The objectives are always clear to the effective teams but the ineffective teams always confused about their objectives. Self- expression: It is one of the most important qualities of the effective team, they are always expressive while considering any problems in the organization. while the ineffective team are most of the time not expressive towards any problematic situations. Meetings are considered as the outcomes that is particularly involve the participants for getting high performance (Lawler et al. 2012). If the agenda of the meeting is not made clear to the participants of the organization then it would be difficult to raise the performance of the association. So agenda setting is totally a crucial part of the meeting. Meeting is concerned for mainly three purposes: problem solving and decision was making perspective, development of innovative thinking and finalization of the decisions. Agenda clarifies the objectives and goals of the organization which motivate them towards their work field (Ivers et al. 2014). Except from this, agenda resolves many conflicting situations while having discussions with the employees. These aspects make agenda more effective. B) One chairperson must maintain some factors while having meeting with the employees: avoidance of lengthy discussions, goal and objective orientations, simultaneous interactions with the individuals about their opinion on objectives (Spichkova et al. 2013). These aspects make the meeting more focused on agendas. 3. The documentations required for any meeting are: agenda, attendance sheet, codes of conduct of the organization, previous minutes, last minute notes, presentation papers, action sheets, weekly progress report. The attributes must be displayed in a meeting are: proper communication skills, team skills, ability of willingness to learn, initiative, adaptability etc. 4. Before starting the meeting and distributing the documents some factors must be clear to the participants: agenda behind the meeting, expected actions from the meeting, establishment of the rules and orders, maintenance of time d schedule, goal orientation, and verification of agreements. The roles required for task and maintenance of the members are the following with the example: Task Roles: Initiation is done by the head or team leader of the group. Opinion seeking is the second role played by the effective team leader. Clarification is the third role which explains the goals of the meeting. Summarization describes the total combined aspect of the meeting agenda. Consensus testing is utilized to understand the brainstorming ideas against the objectives. Maintenance Roles: These roles combined of: encouraging individuals, harmonization among team members, expressive group feelings, compromising, standard testing and setting. Except these roles there are functional roles and dysfunctional roles (Albrecht et al. 2016). Dysfunctional role: In a particular meeting, there are some members who are disruptive towards the efforts of other members. This role is known as the dysfunctional role. This aspect violates the team effectiveness (Johnson 2013). Following are the actions involved in this role: aggression, competence, clowning, blaming, dominance, creation of cynical ambience, manipulating nature, takes all the credits for any task. Defensive role: there are some members who are always forward for resisting some wrong approaches or behaviors. These persons play the defensive role towards raised problems. Defensive role possess the following actions: objecting nature towards wrong approach, supportive nature to right choice, co-operating behavior. A)Meeting is arranged to establish the common agenda among all the employees of any association or any organization (Copeland and Daly 2012). There may be several challenges in the meeting: two culture problem, lack of responsibility, lack of communication, balanced acts etc. these problems can be easily solved by discussing the individuals aspects of the employees and member of the team for setting a common agenda and understanding the problems of the individuals. B)The chair person plays the vital role in the meeting. Mostly the chair person clarifies the agenda towards the members of the meeting. Proper communication skills with goal orientation and improvised strategies can help the chair person to make the members more motivated and focused in the meeting towards the goals and objectives. Follow-up Activities of a Meeting: There must be some follow- up activities before organizing the meeting. These activities are as follows: listing of the action points necessary for the meeting, prioritization of the objectives, delegation of the network supporting the meeting agenda, preparation of the check list that are relevant to the members of the meeting, progressive actions for satisfying the agenda of the goals of the meetings. These are the follow- up activities required for the meeting (Clark et al. 2015). The steps should be followed by the chair person during the meeting are: checking of the attendance sheet, preparation of the list of the committee members according to their posts, concern for the orientation of the discussion, consideration of the previous minutes, and time management of the meeting. The steps should be followed by the chair person after the meeting are: recording of the minutes discussed in the meeting, recording of the charts and tables according to the discussion, recognition of the steps required for the agendas to established., preparation of the planning required for the tasks to be done. Importance of the meeting minutes: These meeting minutes are the most important aspect of one meeting. These are required to measure the action points required for setting up the agenda of the meeting (Schwartz-Ziv and Weisbach 2013). The chairperson can easily check if the accuracy of the details discussed in the meeting by just going through the minutes. Except these issues these minutes are helpful for the following: confirmation of the decisions made, for the recording of the actions needed to be taken, recording of the allocation of a particular task, recording of the prompt actions from the relevant person, checking of the meeting procedures. References Fleischhacker, W.W., Sanchez, R., Perry, P.P., Jin, N., Peters-Strickland, T., Johnson, B.R., Baker, R.A., Eramo, A., McQuade, R.D., Carson, W.H. and Walling, D., 2014.Aripiprazole once-monthly for treatment of schizophrenia: double-blind, randomised, non-inferiority study.The British Journal of Psychiatry, pp.bjp-bp. Lawler, E.E., Benson, G.S. and McDermott, M., 2012. What Makes Performance Appraisals Effective?.Compensation Benefits Review,44(4), pp.191-200. Ivers, N.M., Sales, A., Colquhoun, H., Michie, S., Foy, R., Francis, J.J. and Grimshaw, J.M., 2014. No more business as usualwith audit and feedback interventions: towards an agenda for a reinvigorated intervention.Implementation Science,9(1), p.1. Spichkova, M., Zhu, X. and Mou, D., 2013. Do we really need to write documentation for a system.InInternational Conference on Model-Driven Engineering and Software Development (MODELSWARD13). Albrecht, J.S., Park, Y., Hur, P., Huang, T.Y., Harris, I., Netzer, G., Lehmann, S.W., Langenberg, P., Khokhar, B., Wei, Y.J. and Moyo, P., 2016. Adherence to Maintenance Medications among Older Adults with Chronic Obstructive Pulmonary Disease: The Role of Depression.Annals of the American Thoracic Society, (ja). Johnson, C.E., 2013.Meeting the ethical challenges of leadership: Casting light or shadow.Sage Publications. Copeland, P. and Daly, M., 2012. Varieties of poverty reduction: Inserting the poverty and social exclusion target into Europe 2020.Journal of European Social Policy,22(3), pp.273-287. Clark, J.D., Kavanagh, B.P., Patel, P.M., Rathmell, J.P. and Sandberg, W.S., 2015.Journal-related Activities and Other Special Activities at the 2015 American Society of Anesthesiologists Annual Meeting.The Journal of the American Society of Anesthesiologists,123(4), pp.750-758. Schwartz-Ziv, M. and Weisbach, M.S., 2013. What do boards really do? Evidence from minutes of board meetings.Journal of Financial Economics,108(2), pp.349-366.