Copyright © 2008 Allyn & Bacon Meetings: Forums for Problem Solving 11 CHAPTER Chapter Objectives This Multimedia product and its contents are protected.

Copyright © 2008 Allyn & Bacon

Meetings: Forums for Problem Solving11

CHAPTER

Chapter Objectives

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1. Evaluate how individual, group, and organizational goals influence a meeting.

2. Create an agenda and adapt to various meeting formats.

3. Use situational knowledge to prepare for a meeting.

4. Develop/employ critical thinking skills to improve communication during a meeting.

5. Choose appropriate problem-solving methods to achieve goals.

6. Engage in effective decision making.

7. Recognize what triggers anxiety in group situation and improves your handling of it.

8. Evaluate group performances objectively.


Goal Setting Agenda: Guide that specifies what is to be

discussed, when, in what order, and for how long.

Roll Call: Attendance check. Quorum: Number of members required to

be present for a group to conduct business officially.

Reading the Minutes: Summarization of what took place in previous group meetings.


Goal Setting, cont. Special Committees: Temporary

subgroups created to look into short-term or specific problems.

Standing Committees: Permanent subgroups that concentrate on long-term developments in broad areas.

Unfinished Business/New Business: Topics that were not agreed on at earlier meetings.


Goals Organizational Goals: Set at upper levels

of an organization’s hierarchy and describe pathways to excellence.

Group Goals: Goals that serve the mission and purpose of the group itself.Process Goals: Goals that attempt to improve

the working of the group itself.

Individual Goals: Goals that group members have in addition to the group’s stated goals.


Situational Knowledge:Preparing for the Meeting



Situational Knowledge:Developing Critical Skills


Analysis The process of tearing apart an issue and

examining its component parts to see how they relate to the whole.


Reasoning Ability to pull various data together and draw

sound conclusions from them. Deductive Reasoning: Moving from general

truths to specific conclusions. Syllogism: 3-part argument containing a general truth,

a related claim, and a conclusion.

Inductive Reasoning: Moving from specific statements to general conclusions.

Example Reasoning: Making conclusions based on collecting specific cases and then making a generalization based on them.


Reasoning, cont. Sign Reasoning: Drawing conclusions from

simple observations. Hasty Generalization: Making conclusions based on

small or nonrepresentative samples of data.

Comparative Reasoning: Pulling together 2 examples and assuming that is true in the first case is also true in the second case.

Causal Reasoning: Asserting that 1 factor is strong enough to produce an effect in another factor. Asking: “Why did that happen?”


Interpretation & Evaluation Interpretation: An

extension of causal reasoning. Asking “Why did that happen” + “What does that mean?”

Evaluation: Making judgments about information or data.


Communication Competence:Problem Solving


Problem Solving Defining a problem and generating

solutions. 3 necessary qualities for competent

problem solving:Variety: Providing differing perspectives of the

problem.Simplicity: Arranging ideas logically and

checking for repetition and relevance.Usefulness: Focusing energies on ideas that

will most likely result in the right direction.


Reflective Thinking 5-step process

whose success depends on each member’s willingness to participate.

Introduce the Problem.

Define and Analyze the Problem. Problem recognition Development of problem statement Exploration Internal Summary

Establish Criteria. Overall strength Resources Ethics

Generate Possible Solutions.

Evaluate Possible Solutions.


Nominal Group Technique (NGT) Allows groups to discuss problems and

solutions in a relatively structured setting.PreparationSilent generation of ideasRound-robin recordingDiscussionVoting



Delphi Technique Uses questionnaires

to collect opinions and judgments from experts, who usually remain anonymous.



Decision-Making Options Consensus: Unanimous agreement

among group members concerning a particular decision.

Voting: Imposing the will of the majority (in most cases). Risks having some members uncommitted to the decision hold a negative attitude toward the other members.


Anxiety Management During Meetings

Potential Causes:Closed forum vs. open discussion.Do not know other participants.Diversity (different backgrounds and

communication styles).When the objective is to resolve conflict or

mediate serious arguments.


Evaluation Group Evaluation: Evaluating the effectiveness

of the group. Informational: Concerned with the task that the group

is working on. Procedural: Looks at how well the group’s activities

and communication are coordinated. Interpersonal: Emphasis is on how well the members

of the group work with one another.

Individual Evaluation: Evaluating the effectiveness of individual group members.

Group Behavior Inventory: Identifies strengths and weaknesses of group behavior.

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