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ES2002
             Meeting Skills




                                                                                    1
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
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
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
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
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
Signs of a successful
  meeting?




                                                                                    6
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
An unsuccessful meeting?




                                                                                    7
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
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
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
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
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
Meeting Behaviors

   Task Facilitating

    ◦   Initiating
    ◦   Giving or seeking information
    ◦   Coordinating
    ◦   Setting procedure



                                                                                            12
        © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
Meeting Behaviors

   Group Maintenance

    ◦ Encouraging
    ◦ Harmonizing
    ◦ Compromising




                                                                                          13
      © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
Meeting Behaviors

   Self-oriented

    ◦   Controlling
    ◦   Withdrawing
    ◦   Seeking attention
    ◦   Diverting
    ◦   Excluding
    ◦   Belittling
    ◦   Blocking

                                                                                            14
        © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
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
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
Techniques for managing ‘tough’
  participants
    Paraphrasing
    Probing
    Providing alternatives
    Providing positive feedback
    Contracting




                                                                                    17
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
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
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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Es2002 m&d aug2012online

  • 1. ES2002 Meeting Skills 1 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  • 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. 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. 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. 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. Signs of a successful meeting? 6 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  • 7. An unsuccessful meeting? 7 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  • 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. 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. 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. 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. Meeting Behaviors  Task Facilitating ◦ Initiating ◦ Giving or seeking information ◦ Coordinating ◦ Setting procedure 12 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  • 13. Meeting Behaviors  Group Maintenance ◦ Encouraging ◦ Harmonizing ◦ Compromising 13 © 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE
  • 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. 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. 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. 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. 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. 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