7 Facilitating Effective Meetings pg 51-59

what are the 4 key factors of communication methods

timing

format

formality

audience

what are the 2 types of communication

synchronous and asynchronous

this type of communication is….

Also known as real-time communication, this could be a phone call, teleconference, or in-person meeting

● ? communication is beneficial because you get all the information you need fast and can resolve confusion immediately

● The downside is that everybody needs to be available at the same time

Synchronous

this type of communication is….

● Occurs when information exchanges include a delay, such as email and comments in a shared document

● ? communication offers flexibility; you can communicate with many people at once

● Delays may be unacceptable for urgent issues, and they can make simple questions drag on

Asynchronous

these are examples of what type of communication format?

Examples include letters through instant messages, emails, and Braille

written communication

this communication type refers to the other signals sent during verbal communication such as body language and appearance

nonverbal

3 Roles in a Meeting

attendees/target audience

facilitator

scribe

this role in a meeting…

● Group of people who need to be at the meeting ● The ? on the list should be intentionally selected to keep the group small and productive • Identify the meeting’s purpose and expected outcomes • Select people who can make that happen

attendees

this role in a meeting…

● Guides the meeting’s progress ● The ? monitors the flow of the meeting and redirects the conversation

facilitator

this role in a meeting…

records notes for the meeting including the meeting minutes, action items, and follow ups

scribe

give an example of a meeting that would generate an offical record

board meeting

this type of meeting,

disseminates info, informing the group of the information that needs to be spread

• use as necessary

• meant to be educational or persuasive in nature

informative meetings

what are the 3 subcategories of informative meetings

demonstrations and presentations

status updates

standup

this type of meeting

is also called decision-making meetings where one or more attendees can make a decision

▪ Need to allow team members to exchange information, so aim for a smaller, interactive group; eight members or fewer works well

decisive meeting

this type of decisive meeting…

● Includes the project manager and executive stakeholders ● The steering committee represents the voice of the customer and act as the governing body of the project without managing it

• They monitor the project’s progress and deliverables

● PM can use this type of meeting to secure decisions on funding and priorities

project steering

this type of decisive meeting…

Also known as product refinement or backlog refine meeting, which is the process of prioritizing the most valuable idea into a plan

refinement meeting

what are three examples of decisive meetings?

task setting

project steering

refinement meeting

this type of meeting….

• needs enough attendees to generate diverse ideas but not so many attendees that people can’t participate

collaborative meetings

what are the four kinds of collaborative meetings?

focus groups

workshops

joint application review

brainstorming

this type of collaborative meeting…

research technique where a pm gathers a group of customers so attendees can share their experiences, perceptions, needs and problems related to a project or product

• 6-12 participants

focus group

what are the 3 ways to facilitate a focus group

single moderator

dual moderator

dueling moderator

this type of focus group (2) allows one group to observe another focus group’s session

two way focus group or respondent-moderator focus group

this type of collab meeting is…

a group with shared interests gathers to exchange information and conduct research

• when crafting the agenda include clear objectives that describe what people need to do or prepare for the meeting

workshop

this type of collab meeting….

specific type of workshop where customers take part in the design process of a product

the development team can adjust their approach quickly and at a much lower cost

joint application review

this type of collab meeting….

allows a group to generate many ideas rapidly

everyone participates

brainstorming

what are the 4 subcategories of brainstorming?

rapid

reverse

stop and go

round robin

this subcategory of brainstorming….

Gives participants 3-5 minutes to write down ideas

rapid

this subcategory of brainstorming….

Looks at the problem from different angles

Reverse

this subcategory of brainstorming….

Fights the quantity over quality issue

Stop-and-Go

this subcategory of brainstorming….

Gives everyone an equal voice

Round-Robin

Includes the meeting’s purpose and schedule of activities or topics for the meeting

meeting agenda

? technique to create meeting agendas, what does this acronym stand for ?

POWER , purpose, outcomes, Whats in it for me , engagement, roles and responsibilities

Define how long the team will spend on each topic in a meeting

Timeboxes

Tasks that somebody will complete after the meeting

Action Items

Create a written record of key points

Meeting Minutes

Email for sharing the meeting minutes and additional information

Follow-Up

Tuckman's Team and Group Development Model consists of 5 phases

forming

storming

norming

performing

adjourning

what are the two types of conflict?

substantive and emotional

what are the 5 strategies to resolving conflict?

smoothing

forcing

compromising

collaborating

avoiding

there are 9 stages of conflict escalation grouped into groups of (#) ?

3 groups of 3