MNG 2203: Business Communication - Effective Meetings

Flashcards covering the types, planning, conducting, and follow-up aspects of effective business meetings based on Lesson 10 notes.

Information-Sharing Meetings

Meetings aimed at exchanging information, which can take the form of conventions, workshops, seminars, or shift briefings.

Problem-Solving or Decision-Making Meetings

The most common and challenging type of business meeting, used to decide on actions to take or changes to make to existing policies.

Ritual Activities

Meetings where the social function is more important than specific tasks, serving to reaffirm member commitment and swap informal ideas.

Webinar

A web-based seminar, lecture, or workshop transmitted over the Web with limited audience interaction.

Collaborative Technologies

Tools and systems designed to access and share information for group work, including Wikkis, Project Management Tools, and Internal Social Media (ISM).

Team Communication Platforms (TCPs)

Instant messaging applications that allow colleagues to connect, share files, and work across devices without accessing email accounts.

Agenda

A list of topics to be covered in a meeting that includes the time, length, location, participants, background information, and specific goals.

Bell-Shaped Agenda Structure

A method of structuring meetings where simple business occurs first, the most difficult items are handled in the second third, and easier items are used for decompression at the end.

Parliamentary Procedure

A set of rules governing how groups conduct business and make decisions to ensure discussions are clear, efficient, and safeguard participant rights.

Motion

A specific proposal for action introduced in a meeting that must be seconded before it can be discussed by the group.

Nominal Group Technique

A five-phase method to encourage participation where members write ideas privately, post them anonymously, discuss for clarification, rank-order them, and then vote.

Overhead Questions

Questions directed at the group as a whole by the leader, allowing anyone to respond.

Direct Questions

Questions aimed at a specific individual addressed by name, often used to draw out quiet members.

Reverse Questions

Occurs when a leader refers a question back to the person who asked it to encourage them to provide their own statement or opinion.

Relay Questions

Occurs when a leader refers a question asked by one member to the entire group to avoid disclosing the leader's own opinion.

Relevancy Challenges

The act of asking a member to explain how an apparently irrelevant idea relates to the current group task.

Nemawashi

A Japanese process where participants hold one-on-one sessions before a meeting to iron out issues and maintain group harmony.

Minutes

A complete and concise record of major discussions, decisions made, and action items assigned during a meeting.

Orientation Phase (Forming)

The first stage of group problem solving where members are cautious, tentative, and establish communication norms.

Conflict Phase (Storming)

The second stage of group problem solving where members take strong stands, debate, and exhibit polarized communication.

Emergence Phase (Norming)

The third stage of group problem solving where members end disagreements and move toward harmony and a final decision.

Reinforcement Phase (Performing)

The final stage of group problem solving where members actively endorse the decision and provide supportive communication.

Reflective Thinking Sequence

A seven-step problem-solving approach developed by John Dewey that begins with defining the problem and ends with following up the solution.

Consensus

A collective decision-making method that every member is willing to support, requiring a win-win attitude and careful listening.

Expert Opinion

A decision-making method that relies on the knowledge of a person with specialized expertise to make the final choice.

Authority Rule

A decision-making method where the designated leader makes the final decision, potentially after listening to suggestions.

Brainstorming

A creativity technique where criticism is forbidden, quantity of ideas is the goal, and wild or crazy ideas are encouraged.