Effective Meetings
In this assignment, you will study how a leader can conduct a variety of meetings effectively.
Complete the following tasks:
- Read the following articles:
-
Are You
Running Meetings, Or Are Meetings Running You? (n.d.). Retrieved from -
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 -
Taking Charge of Poorly Led
Meetings When You are Not the Leader | Facilitative Leadership &
Facilitator Training. (n.d.). Retrieved from - 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
- Any other meeting you can identify within the course required time frame.
Part I
Based on your reading, understanding of the
articles, and your experience in the meeting you attended, answer the
following questions:
its purpose? Is the meeting focused on communications or problem
solving, or is it a meeting with no specific agenda?
- Authoritative
- Knowledge and Expertise
- Correction or Castigation
- Reward or Incentive
- Persuasion
- Mentoring or Coaching
- Relationships or Individual or group interactions
- Direction or Vision
- Charismatic or Personable
conflict, disrespect, or tension among the members or attendees? If so,
was the source of the conflict evident?
participants’ body language (such as posturing, positioning, or
gesturing) when different topics were introduced? Describe it.
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?
Part II
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.
Part III
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.
Compile your responses to Parts I, II, and III in a 7- to 8-page Microsoft Word document.
Support your responses with examples.
Cite any sources in APA format.
Submission Details
Name your document SU_HCM4007_W5_A2_LastName_FirstInitial.doc.
Submit your document to the W5 Assignment 2 Dropbox by Tuesday, June 14, 2016.
Assignment 2 Grading Criteria
Maximum Points
Attended an appropriate meeting and explained its purpose clearly.
20
Described the communication style of the meeting’s facilitator.
20
Justified and elaborated on the bases of power of the facilitator.
20
Analyzed, reviewed, and incorporated the concepts of the four articles in your response.
25
Summarized an overall critique of the meeting, listing all relevant points.
20
Analyzed
the success or failure of the meeting, and explained the key elements
of the meeting which contributed to its success or failure.
30
Developed a meeting agenda for introducing the new healthcare project.
25
Selected attendees with respect to their functional expertise and described what their contributions will be in the meeting.
20
Developed measurable criteria to assess the success of the meeting.
20
Written components.
50
Total:
250
Expert Solution Preview
Introduction:
Effective meetings are an essential aspect of leadership in healthcare organizations. A leader who can conduct well-planned and directed meetings can achieve positive outcomes for the organization. This assignment aims to evaluate the effectiveness of a meeting attended and provide recommendations and guidelines for conducting a meeting to introduce a new project in a health service organization.
Part I:
The meeting attended was conducted in a municipality and aimed to address the issue of insufficient parking space in the city. The meeting was a special one-time event, and the agenda was focused on problem-solving. The facilitator opened the meeting with an introduction of the issue and the stakes involved and outlined the proposed solutions, offering attendees an opportunity to give feedback. The facilitator used persuasive communication, citing the drawbacks of not taking action and how each solution could help. Attendees expressed their opinions, and there were some conflicting views. However, the facilitator encouraged respectful communication among all members. Attendees were able to contribute to the discussion by providing suggestions and ideas. The intended outcome of the meeting was to decide on a solution that would benefit the majority of the people affected. This outcome was achieved as the attendees reached a consensus after discussing the different proposed solutions. The pivotal moment of the meeting was when the facilitator encouraged respectful communication, which ensured that all members’ opinions were heard and considered.
Part II:
Positive, effective qualities of the meeting:
1. Clear and focused agenda
2. Facilitator encouraged respectful communication
3. All members’ opinions were heard and considered.
4. Attendees were given equal opportunities to contribute
5. The facilitator provided relevant background information on the issue to be discussed
Qualities which were ineffective:
1. There was a possibility of attendees interrupting each other
2. The approach taken to reach a consensus seemed to be a little rushed
3. Attendees diverged, leading to uncertain moments.
The top three ranked positive factors were a clear and focused agenda, respectful communication, and equal opportunities for all attendees to contribute. These factors led to a successful meeting outcome, where all the attendees were pleased with the decision reached.
Part III:
Agenda for the meeting:
1. Introduction of the project and expected outcomes
2. Briefing on the project’s background and stakeholders
3. Identifying internal and external participants involved in the project
4. Discussion on the project’s objectives
5. Discussion on project implementation
6. Review of project timelines and expected deliverables
7. Closing remarks and future planning
Attendees:
1. Project team members with expertise in project management
2. Department heads for departments involved in the project
3. Technical experts in healthcare who can provide insights and input on project feasibility
4. Representatives from relevant partner organizations
Measurable criteria for assessing the success of the meeting:
1. The identification of critical project deliverables
2. Ensured buy-in and commitment from all stakeholders
3. Consensus was reached on a feasible project implementation plan
4. Clear and practical project timelines were established.
Conclusion:
In conclusion, effective meetings require well-prepared agendas, clear communication, respectful communication, and equal opportunities for all members to participate. Leaders in healthcare organizations should put in place measures to ensure the success of meetings, such as involving people with relevant expertise, encouraging constructive criticisms and feedback, and establishing clear and measurable objectives.
