Dynamics of Meetings - Workgroups

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Module: EThICS 903.029.00_Dynam of Meetings
Topic: ORGANIZATIONAL STRATEGY
Subject: Dynamics of Meetings - Workgroups
Scope:

PURPOSES OF THE MODULE

INTRODUCTION
Classes of Meetings

MEETINGS OF WORKGROUPS
Purposes
Participants
Organization of Phases
Etiquette
Pitfalls and Difficulties
Lack of Objectivity
Indiscipline
Demotivation
Disorganization

PLANNING AND EXECUTION OF MEETINGS
Phase of Preparation
Definitions
Support
Coordination
Phase of Execution
Starting
Development
Conclusion
Phase of Monitoring and Control
Elaboration of the Minutes
Monitoring of Actions and Results

APPENDICES
References
EThICS Engineering

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Dynamics of Meetings - Workgroups

  1. 1. EngineeringEThICS Technology, IntelligenceENGINEERING Consulting & SystemsEThICS 903.029.00 ORGANIZATIONAL STRATEGY - Dynamics of Meetings - Workgroups - Antonio Sallum Librelato - Director – EThICS Engineering - January - 201323-Jan-13 Intellectual Property of EThICS Engineering 1
  2. 2. Engineering EThICS Technology, Intelligence ENGINEERING Consulting & Systems EThICS 903.029.00 ORGANIZATIONAL STRATEGY - Dynamics of Meetings - Workgroups -PURPOSES OF THE MODULE PLANNING AND EXECUTION OF MEETINGS Phase of PreparationINTRODUCTION DefinitionsClasses of Meetings Support CoordinationMEETINGS OF WORKGROUPS Phase of ExecutionPurposes StartingParticipants DevelopmentOrganization of Phases ConclusionEtiquette Phase of Monitoring and ControlPitfalls and Difficulties Elaboration of the Minutes Lack of Objectivity Monitoring of Actions and Results Indiscipline Demotivation APPENDICES Disorganization References EThICS Engineering Antonio Sallum Librelato - Director – EThICS Engineering - January - 2013 23-Jan-13 Intellectual Property of EThICS Engineering 2
  3. 3. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 [EE_903.012.01] Purposes of the Module The main purposes of this module are: Show elements of meetings of working groups. Present aspects of organization, etiquette, pitfalls and difficulties of meetings of working groups. Establish the main steps and activities for the planning and execution of meetings of working groups. 23-Jan-13 Intellectual Property of EThICS Engineering 3
  4. 4. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 INTRODUCTION [EE_903.012.01] Classes of Meetings Family. Friends. Condominium. Groups with Personal Common Interest. Political Associations. Community Associations. Professional Associations. Working Groups. Each meeting type has its own characteristics and purposes. 23-Jan-13 Intellectual Property of EThICS Engineering 4
  5. 5. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Purposes of Meetings Communication of information and decisions. Review of projects, activities and results. Collection of information and points of view to support decision making. Understanding of problems. Brainstorm of ideas and solutions. Planning and scheduling of activities. Lectures, training and guidance. Seminars. Workshops. 23-Jan-13 Intellectual Property of EThICS Engineering 5
  6. 6. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Participants Coordinator, Moderator, Organizer, Leader. Secretary. Presenter, Speaker, Trainer. Collaborators. Listeners, Students, Trainees. 23-Jan-13 Intellectual Property of EThICS Engineering 6
  7. 7. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Organization of Phases The work meetings, by frequency, duration and purpose, can mean high costs and require special care, covering three periods: Before the meeting: Preparations. During the meeting: Execution. After the meeting: Monitoring and Control. 23-Jan-13 Intellectual Property of EThICS Engineering 7
  8. 8. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Etiquette Meet schedules and work plans. Avoid external interruptions. Listen before you speak. Everyone should have their opportunity and their time to speak, depending on the type of meeting and the contribution to be given. Everyone must speak in turn, avoiding interrupting the speech of others. Be prepared, because: Objectivity is gold, Synthesis is silver, and Clarity is diamond. 23-Jan-13 Intellectual Property of EThICS Engineering 8
  9. 9. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Etiquette Create and maintain the environment of trust, solicitude and respect for individuality and diversity. Avoid personal bias. Meet the common interests. Anyone who has doubts should ask, who knows must teach. By voting, be based on knowledge and ethics. If dissent, respect the consensus and commit to the decision. 23-Jan-13 Intellectual Property of EThICS Engineering 9
  10. 10. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Pitfalls and Difficulties Lack of Objectivity: Theme poorly defined, lack of goals, misuse. Personal unprepared. Excessive formalism or excessive informality. Indiscipline: Disobedience to time, faults, undue interruptions. Fights, attacks and imposition of personal opinions. Authoritarianism, domination. 23-Jan-13 Intellectual Property of EThICS Engineering 10
  11. 11. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 MEETINGS OF WORKGROUPS [EE_903.012.01] Pitfalls and Difficulties Demotivation: Lack of fairness and equal opportunity. Inconsequence. Apathy and antipathy. Disorganization: Lack of coordination, leadership and communication. Lack of adequate resources. Lack of planning. Excessive duration. Attendance undue or unnecessary. 23-Jan-13 Intellectual Property of EThICS Engineering 11
  12. 12. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Preparation Definitions: Theme, purpose and goals. Frequency, date, time, location, duration, intervals. Participants and their roles. Assessment of the current status of the project or program. Agenda: themes, speaker, sequence, time, duration. Resources needed: Furniture, tools, audio-visual resources, communication media, printed materials, transportation, lodging. Support to participants comfort (food and beverage, air-conditioning, lighting ...). 23-Jan-13 Intellectual Property of EThICS Engineering 12
  13. 13. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Preparation Support: Preparation of presentations. Publication of printed materials. Preparation of the convocation of participants. Coordination: Confirmation of schedule (dates and times) and attendance of participants. Confirmation of availability of resources and reserves. Ensuring that everything is according. Preparation of list of attendance. Distribution of the summons and of the support material. 23-Jan-13 Intellectual Property of EThICS Engineering 13
  14. 14. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Execution Initiation: Activation of resources for audiovisual, communication, lighting and air- conditioning. Verification of attendance and quorum. Accommodation of the participants. Opening of the meeting : Greetings and introductions. Presentation of theme, purpose and goals. Circulation of attendance list. Reading of minutes of previous meeting. Briefing of status of project or program. Specific Instructions. 23-Jan-13 Intellectual Property of EThICS Engineering 14
  15. 15. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Execution Development: Speech of Leader/Coordinator. Talking of Speakers. Talking of the other participants. Questions, answers and clarifications. Presentation of ideas and results: Replies and rejoinders. Voting. Summary of findings, conclusions. Explanation of consensus and dissent. Actions to take. 23-Jan-13 Intellectual Property of EThICS Engineering 15
  16. 16. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Execution Termination: Theme and date of next meeting. Completing the current work and reading of the minutes. Thanks and farewell. Gathering of attendance list and materials, equipment and systems shutdown, check-out and disposal of evidences left. 23-Jan-13 Intellectual Property of EThICS Engineering 16
  17. 17. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 PLANNING AND EXECUTION OF MEETINGS [EE_903.012.01] Phase of Monitoring and Control Drafting of Minutes: Use of model of minute. Advantages and disadvantages of using minutes. Appropriate language. Review and approval. Distribution. Monitoring and Control: Communication with responsible for actions. Confirmation and communication of execution and results. 23-Jan-13 Intellectual Property of EThICS Engineering 17
  18. 18. EThICSENGINEERING DYNAMICS OF MEETINGS - WORKGROUPS EThICS 903.029.00 APPENDICES References[EE_903.012.01] LIBRELATO, A. C. EThICS 903.012.01: Dinâmica de Reuniões. Junho,2004. 17 p. 23-Jan-13 Intellectual Property of EThICS Engineering 18
  19. 19. EngineeringEThICS Technology, IntelligenceENGINEERING Consulting & Systems EThICS 903.029.00 APPENDICES SERVICES Consulting Assessory Study, Analysis & Diagnostic Planning Research & Development Deployment Training MentoringENGINEERING ORGANIZATIONAL& TECHNOLOGY AREAS OF ACTION STRATEGY Antonio Sallum Librelato – Director +5512 3941 8277 – a.sallum@uol.com.br – skype: a_sallum1 Profile: http://www.linkedin.com/in/sallum 19

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