Instructions
Before beginning work on this assignment, please review the expanded grading rubric for specific instructions relating to content and formatting.
In this assignment, you will study how a leader can conduct a variety of meetings effectively.
Read the following articles:
Are You Running Meetings, Or Are Meetings Running You? (n.d.). Retrieved from http://www.bates-communications.com/articles-and-n…
Matthews, A. (2009, October 14). 6 Secrets Of Effective Meetings. Retrieved from
Meeting Basics, Leading a Meeting – Before, During and After. (n.d.). Retrieved from http://www.effectivemeetings.com/meetingbasics/bef…
Taking Charge of Poorly Led Meetings When You are Not the Leader | Facilitative Leadership & Facilitator Training. (n.d.). Retrieved from http://terrencemetz.com/2012/12/13/taking-charge-o…
Attend a meeting. The meeting can be any one of the following: A work-based meeting, Municipality, township, or school district meeting, A meeting for an organization you might be involved with, or Any other meeting you can identify within the course required time frame.
Based on your reading, understanding of the articles, and your experience in the meeting you attended, answer the following questions:
- Where is the meeting being conducted, and what is its purpose? Is the meeting focused on communications or problem solving, or is it a meeting with no specific agenda?
- Is the meeting a regularly scheduled event, such as a monthly scheduled meeting or a meeting to address a specific matter?
- Does the meeting have a set communication designed with relevant information to advance the meeting? Please explain.
- Was the meeting opened with an announcement or explanation of its purpose and importance?
- What was the communication style of the meeting’s leader or facilitator?
- What were the leader’s bases of power? Select from a number of conceptual paradigms and elaborate on your selection.
- Did the members or attendees have an opportunity to express opinions? Were they asked for suggestions, ideas, and information?
- Did you recognize any conflict, disrespect, or tension among the members or attendees? If so, was the source of the conflict evident?
- Did you observe the participants’ body language (such as posturing, positioning, or gesturing) when different topics were introduced? Describe it.
- What was the intended outcome of the meeting? Was it achieved? Why or why not? What were the pivotal moments of the meeting which contributed to its success or failure?
Next, complete the following tasks to provide an overall critique of the meeting you attended:
- Identify the positive, effective qualities of the meeting in one list, and identify the qualities which were ineffective in a separate list.
- Arrange each list from top to bottom, from most important to least important.
- Take the top three ranked factors from each list and explain the affect they had on the meeting.
Finally, imagine that you need to organize a meeting to introduce a new project in a health service organization. The project is sufficiently complex in size and nature to require an expanded cross-section of expertise from within and outside the organization. You are responsible for inviting the necessary individuals and representatives of involved departments and professional functions to the meeting.
Based on the principles contained in the articles, textbook, and elected independent research provided in the course, complete the following tasks:
- Develop an agenda for the meeting.
- Provide information, expertise, and background on the invited attendees. Explain the rationale and intended functional expertise each attendee brings to the group.
- Recognize and develop measurable objectives to assess the success of the planned meeting.
Submissions Details:
- To support your work, use your course and textbook readings and also use the South University Online Library. As in all assignments, cite your sources in your work and provide references for the citations in APA format.
- Your assignment should be addressed in an 8- to 10-page document.
- Submit your documents to the Submissions Area by the due date assigned.
Expert Solution Preview
Introduction:
This assignment requires an assessment of a meeting attended by the student and a critique of the meeting based on principles contained in the given articles and elected independent research. Additionally, the assignment requires the student to develop an agenda, provide information on attendees, and recognize and develop measurable objectives for a meeting they are responsible for organizing.
1. Where is the meeting being conducted, and what is its purpose? Is the meeting focused on communications or problem solving, or is it a meeting with no specific agenda?
Response:
The meeting I attended was held at a local community center and was focused on problem-solving. The purpose of the meeting was to address the issue of children’s playground equipment in our community, which was aging and in need of refurbishment.
2. Is the meeting a regularly scheduled event, such as a monthly scheduled meeting or a meeting to address a specific matter?
Response:
The meeting was a one-time event to discuss the specific matter of playground equipment refurbishment.
3. Does the meeting have a set communication designed with relevant information to advance the meeting? Please explain.
Response:
Yes, the meeting had a set agenda and supporting documents related to the playground equipment refurbishment, such as specifications for equipment and cost estimates.
4. Was the meeting opened with an announcement or explanation of its purpose and importance?
Response:
Yes, the meeting was opened with an explanation of the purpose and importance of the playground equipment refurbishment, as well as an overview of the meeting agenda.
5. What was the communication style of the meeting’s leader or facilitator?
Response:
The meeting facilitator’s communication style was informative and collaborative. They invited input and feedback from all attendees and provided information related to the issue at hand to ensure all participants were informed.
6. What were the leader’s bases of power? Select from a number of conceptual paradigms and elaborate on your selection.
Response:
The leader’s bases of power were informational power, as they possessed knowledge and expertise related to playground equipment and refurbishment, and legitimate power, as they were appointed by the community board to lead the meeting.
7. Did the members or attendees have an opportunity to express opinions? Were they asked for suggestions, ideas, and information?
Response:
Yes, all attendees had an opportunity to express opinions and provide suggestions and ideas related to the playground equipment refurbishment.
8. Did you recognize any conflict, disrespect, or tension among the members or attendees? If so, was the source of the conflict evident?
Response:
No, there was no conflict, disrespect, or tension among the attendees.
9. Did you observe the participants’ body language (such as posturing, positioning, or gesturing) when different topics were introduced? Describe it.
Response:
Yes, attendees appeared engaged and interested in the topics introduced. They leaned forward in their seats, made eye contact with the facilitator, and nodded their heads in agreement when appropriate.
10. What was the intended outcome of the meeting? Was it achieved? Why or why not? What were the pivotal moments of the meeting which contributed to its success or failure?
Response:
The intended outcome of the meeting was to determine the best course of action for playground equipment refurbishment in our community. This outcome was achieved, as all attendees provided input, and a plan was established to secure funding and complete the refurbishment in the coming months. The pivotal moments of the meeting were the facilitator’s ability to keep the discussions focused, ensure all attendees had opportunities to speak, and provide relevant information to guide the decision-making process.
Overall critique:
Positive, effective qualities of the meeting:
1. The meeting had a clear agenda and supporting materials related to the issue at hand.
2. The facilitator encouraged open communication and collaboration among all attendees.
3. All attendees had an opportunity to provide input and express opinions.
Ineffective qualities of the meeting:
1. The meeting did not have a clear timeframe or deadline for completion.
2. The meeting could have benefited from more diverse input from individuals with different perspectives on the issue.
3. Some attendees were hesitant to speak up and provide input, primarily due to the lack of diversity in the room.
Three ranked factors from each list and their impact on the meeting’s success:
1. The facilitator’s ability to encourage open communication and collaboration was the most important factor for the meeting’s success. This factor allowed all attendees to provide input and feel heard, resulting in a plan that reflected the community’s priorities.
2. The lack of a clear timeframe or deadline for completion was the most important factor that detracted from the meeting’s success. This factor may have led to delays in implementing the plans established during the meeting.
3. The lack of diversity in the room was the least important factor that detracted from the meeting’s success. While additional perspectives would have been beneficial, the attendees were able to establish a plan that reflected the community’s interests and priorities.
Developed Agenda:
I. Introduction
A. Explanation of the meeting’s purpose
B. Overview of the agenda
II. Background on Attendees
A. Representatives from involved departments
1. Explanation of their functional expertise and relevance to the meeting
B. Invited individuals from outside the organization
1. Explanation of their expertise and relevance to the meeting
III. Discussion of Proposed Project
A. Overview of the project’s importance
B. Discussion of necessary steps for successful implementation
IV. Planning for Project Implementation
A. Identification of necessary resources
B. Discussion of funding options
C. Establishment of a timetable for completion
V. Conclusion
A. Recap of important points
B. Identification of next steps
C. Next meeting date and location
Information on Attendees:
Representatives from Involved Departments:
1. Department of Health and Safety – expertise in ensuring compliance with safety regulations related to the project
2. Finance Department – expertise in identifying funding options and analyzing financial resources required for the project
3. Child Development Specialists – expertise in ensuring that project design and implementation align with the needs of children in the community
Invited Individuals from outside the Organization:
1. Local Playground Equipment Supplier – expertise in providing cost-effective and high-quality playground equipment suitable for the project’s scope
2. Parent Volunteers from the Community – expertise in identifying additional community needs and interests related to the project
Measurable Objectives:
1. Identification of necessary resources within two weeks of the meeting
2. Establishment of a funding plan within four weeks of the meeting
3. Completion of project within one year of the meeting.
