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TEAM PROCESSES

TEAM PROCESSES. NEXT. 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email: trainingambassadors@bigpond.com Website: www.trainingambassadors.org.au. CONTENTS. BACK.

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TEAM PROCESSES

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  1. TEAM PROCESSES NEXT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  2. CONTENTS BACK 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  3. Meeting Organisation BACK NEXT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  4. PLANNING AHEAD • Planning and organising a meeting involves: • deciding who needs to attend the meeting. • It is necessary to identify key people who are required: • Not all members may be needed to attend. • Should be notified if not needed. • selecting suitable time and date to hold meeting. CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  5. BUSINESSMEETING TYPES • There are different types of meetings, two of them are: FORMAL MEETING Figure 5.1: Seating arrangements at a small business meeting. INFORMAL MEETING Figure 5.2: Informal meeting seating BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  6. PRIOR TOMEETINGS • Before conducting a meeting, it is; • Essentialto complete administrative tasks. • Notify all participants of the meeting and circulate an agenda. • Load any files required for remote meetings. • Meetings that are likely to exceed an hour or two, paying attention to the meeting environment can increase the likelihood of a successful meeting. NEXT CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  7. When organising meeting consider; • Suitable venue • Appropriate seating arrangements • Business equipment needed • Catering requirements • Organise a translator if necessary • Organise travel and accommodation for any members travelling to the meeting from interstate. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  8. FORMAL MEETING BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  9. INFORMALMEETING BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  10. LEADER/ ATTENDEES • It is a leaderor chairperson’s responsibility to make sure meeting achieves objectives. • An effective leader should: • Have all members turn off mobile phones. • Ensure that the meeting runs smoothly by enforcing correct meeting procedures. • Encourage discussion but remain impartial. NEXT CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  11. A leader should also; • Keep discussion focused. • Ensure that no single person dominates discussions. • Adhere to times set by the agenda. • Reassign any tasks not covered. • Summarise tasks to be completed for the next meeting. BACK NEXT CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  12. Measures that a leader can adopt to assist in getting everyone involved are; • Starting with ice breaker (expressing expectations of meeting) • Have members introduce themselves (provide a brief summary of their background and the skills they bring to the team). BACK NEXT CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  13. A leader should also; • Outlineand encourage discussion on the team charter. • Collaboratewith members to: • Formulate strategies, guidelines to achieve their charter • Develop action plan outlining responsibilities and timelines assigned. • Develop review process or both individual and team performance NEXT BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  14. There are expectations that members should follow before, during and after a meeting. They are to; • At the end of a meeting paraphrase their task, to show understanding of what is required of them for next meeting • Come to meetings fully prepared. • Update status of task from previous meeting. • Any current issues to be resolved should be addressed – all members participating in discussions. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  15. Turn-taking Styles CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  16. CONTRIBUTION • Team leaders must be conscious of the level of participation of all members (everyone given chance to contribute). CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  17. METHODS • There are five different turn-taking styles; • Haphazard turns • Consecutive turns • Pausing between turns • Reformulating the previous turn • Leader summarises discussion CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  18. HAPHAZARD • Haphazardturns: • Allow anyone to talk at any stage (interruptions acceptable) • Problem with method: • Quieter members are unable to voice opinions. • Team not gaining benefit of all members experiences. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  19. CONSECUTIVETURNS • Consecutiveturns: • Provide opportunity to express opinion without fear of interruptions. • Allows (usually overshadowed by vocal members) a chance to contribute. • Method: • Very effective • Involves full participation. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  20. PAUSING • Pausing between turns: • Based on haphazard turns. • No interruptions permitted. • Short pause time required, each member speaks. • Method: • Provides reflection time on comments made. • Opportunity to present points of view confidently . BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  21. REFORMULATING • Reformulating the previous turn: • Each member paraphrases previous members, before giving opinion • Interruptions mad in line with speaker – meant • Method: • Ensures members listen very carefully BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  22. SUMMARISING • Leader summarises discussion • Leaders stop discussion -certain times. • Present interruptions of discussion so far. • Method: • Prevents discussion going off track. • Very effective when an overall picture of situation is required. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  23. MEETINGCHECKLIST • To make sure that all requirements are met, use the following checklist. Make sure that; • All required equipment is in place and working (equipment tested prior). • Files are accessible for all members involved if it is a remote meeting. NEXT CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  24. Sufficient markers, dusters and flip-flop paper are available. • Printers or electronic whiteboards have plenty of paper • Reception is notified of the participants and room location, and asked to hold all calls unless urgent. • Copies of agenda and previous minutes. NEXT BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  25. Notepads and pencils are available. • Water and glasses are available • Notice put on door – advise meeting in progress. • Name tags are prepared, if face-to-face. • Information required for the meeting is available. BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  26. QUIZ 1. What are two main points that involve planning and organising a meeting? • Buying mints and decorating meeting room. • Deciding who needs to attend meeting and selecting suitable time to hold meeting. • Selecting a venue and deciding dress code. • All of the above ? CONTENTS NEXT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  27. Are informal meetings allowed to be held on company premises? • Yes • No ? BACK CONTENTS NEXT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  28. Should team members attend a meeting unprepared? • Yes • No ? BACK CONTENTS NEXT 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  29. Of the five methods of turn-taking styles which is the odd one out? • Consecutive turns • Pausing • Haphazard • Summarising • Open ? BACK CONTENTS 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  30. CORRECT QUESTION 1 QUESTION 2 QUESTION 3 QUESTION 4 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

  31. WRONG QUESTION 1 QUESTION 2 QUESTION 3 QUESTION 4 207 Brahm Street Brisbane QLD 4000 Phone: (07) 3456 9870 Facsimile: (07) 3456 3241 Email:trainingambassadors@bigpond.comWebsite:www.trainingambassadors.org.au

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