ES2002             Meeting Skills                                                                                    1© 20...
Objectives   To understand the following:    the important role of meetings in the     workplace    the role of intercul...
Role of meeting at the workplace   Crucial- decisions are made, matters    are discussed   Meetings can take place face ...
Types of meetings    Ad hoc    Board meeting    Kick off meeting    Management meeting    Staff meeting              ...
Discuss    What    is the relationship       between good intercultural       and interpersonal skills and       meeting ...
Signs of a successful  meeting?                                                                                    6© 2012...
An unsuccessful meeting?                                                                                    7© 2012 Centre...
Meeting- preparation stage  1.     What is the objective of the meeting?  2.     Who are the participants and what        ...
Leading a meeting    Open the discussion by introducing self and stating     the purpose    Extract relevant information...
Attending a meeting    Be interested and attentive in the     meeting    Stay focused on why you are there    Do not ge...
Ending the meeting      Partings that dither and those that are       too abrupt are signs of inconclusiveness.   If you ...
Meeting Behaviors   Task Facilitating    ◦   Initiating    ◦   Giving or seeking information    ◦   Coordinating    ◦   S...
Meeting Behaviors   Group Maintenance    ◦ Encouraging    ◦ Harmonizing    ◦ Compromising                                ...
Meeting Behaviors   Self-oriented    ◦   Controlling    ◦   Withdrawing    ◦   Seeking attention    ◦   Diverting    ◦   ...
Responsibilities of a Meeting    Leader   Specific linguistic strategies    ◦ Encourage participation       ‘What is you...
Responsibilities of a Meeting    Leader   Specific linguistic strategies    ◦ Control members who talk too much       ‘Y...
Techniques for managing ‘tough’  participants    Paraphrasing    Probing    Providing alternatives    Providing positi...
Techniques for managing ‘tough’participants – an example      “Who do the sales managers think they are?.        They neve...
Reference      Rodenburg. P. (2009) Power Presentation: Penguin Group      Coulter, C. (1982) Winning words, a new appro...
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Es2002 m&d aug2012online

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Es2002 m&d aug2012online

  1. 1. ES2002 Meeting Skills 1© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  2. 2. Objectives To understand the following:  the important role of meetings in the workplace  the role of intercultural interpersonal communication in meetings  stages of meeting  meeting behaviors  responsibilities of the meeting leader 2© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  3. 3. Role of meeting at the workplace  Crucial- decisions are made, matters are discussed  Meetings can take place face to face or virtually. 3© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  4. 4. Types of meetings  Ad hoc  Board meeting  Kick off meeting  Management meeting  Staff meeting 4© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  5. 5. Discuss  What is the relationship between good intercultural and interpersonal skills and meeting skills? 5© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  6. 6. Signs of a successful meeting? 6© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  7. 7. An unsuccessful meeting? 7© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  8. 8. Meeting- preparation stage 1. What is the objective of the meeting? 2. Who are the participants and what are their roles? 3. What is your role? 4. What would be the best and worst result of the meeting? 5. What time constraints are on the meeting? 8© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  9. 9. Leading a meeting  Open the discussion by introducing self and stating the purpose  Extract relevant information  Recognize problems  Solve/acknowledge problems  Listen well, constantly move the discussion forward  Draw everyone to equally participate  Regulate (tactfully) those who tend to monopolize the discussion 9© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  10. 10. Attending a meeting  Be interested and attentive in the meeting  Stay focused on why you are there  Do not get personal 10© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  11. 11. Ending the meeting  Partings that dither and those that are too abrupt are signs of inconclusiveness. If you are the leader, take responsibility for the parting by doing the following:  Clearly signal that the meeting is coming to an end  Sum up  Ask if there are any questions  Let members know if there is another meeting coming up 11© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  12. 12. Meeting Behaviors Task Facilitating ◦ Initiating ◦ Giving or seeking information ◦ Coordinating ◦ Setting procedure 12 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  13. 13. Meeting Behaviors Group Maintenance ◦ Encouraging ◦ Harmonizing ◦ Compromising 13 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  14. 14. Meeting Behaviors Self-oriented ◦ Controlling ◦ Withdrawing ◦ Seeking attention ◦ Diverting ◦ Excluding ◦ Belittling ◦ Blocking 14 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  15. 15. Responsibilities of a Meeting Leader Specific linguistic strategies ◦ Encourage participation  ‘What is your reaction…?’  ‘How do you feel about…?’ ◦ Get contributions from quiet members  ‘We haven’t heard from Alex yet. What do you feel about…?’ 15
  16. 16. Responsibilities of a Meeting Leader Specific linguistic strategies ◦ Control members who talk too much  ‘Yes, we all take your point on that but I think another perspective will help. Has anyone here any other ideas?’ ◦ Reach mutual understanding  ‘Let me see if I understand your position. Are you saying that…?’  ‘I’m not sure I understand. Do you mean that…?’ 16 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  17. 17. Techniques for managing ‘tough’ participants  Paraphrasing  Probing  Providing alternatives  Providing positive feedback  Contracting 17© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  18. 18. Techniques for managing ‘tough’participants – an example “Who do the sales managers think they are?. They never think about the sales staff out there in the field.”  As I understand it, you think….  I see. You know Stella , I can understand why you are frustrated. I would too if ….  What do you think would be a better way to…..  Why don’t we ask if anyone in the group has any ideas and if you think of anything…. 18 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  19. 19. Reference  Rodenburg. P. (2009) Power Presentation: Penguin Group  Coulter, C. (1982) Winning words, a new approach to developing effective speaking skills: CBI Publishing Company  ES2002 Course notes Prepared by CS July 2012 19© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
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