1.5 - About University

11.4 M EETING R OLESInspired by Richard Dunsing.“Each meeting is a miniature management cycle.”—Richard Dunsing, YOU AND I HAVE SIMPLY GOTTO STOP MEETING THIS WAYEach of the meeting roles presented here is unique, although you may not require all ofthem at any given meeting. For example, not all meetings will benefit equally from having atimekeeper or a process advisor. Nonetheless, consider the usefulness of these roles as you planthe various meetings you lead within organizations.RoleChairperson(meeting leader)❑❑❑❑❑❑❑Provide overall leadership for the meeting.ResponsibilitiesEnsure that participants understand; also, promote commitment to the purpose, goals, agenda,roles, process, and ground rules [☛ 2.6 Clarifying Purpose, 2.7 Goal Statements, 11.1 ProcessCycle, 11.6 Agenda]Orient the group to the meeting (e.g., introduce the meeting, restate purpose), and to each topic(e.g., why the topic is important, how participants are expected to contribute). [☛ 11.7 OpeningRemarks]Focus the process of the meeting (e.g., keep the group on track, challenge the group to tackleissues, summarize decisions reached and plans made, summarize the entire meeting). [☛ 10.6Group Leader Skills, 10.10 Closure]Draw out the best thinking of the group (i.e., ensure that all members contribute, protectminority opinion, test for consensus). [☛ 10.7 Getting Participation]Share leadership with meeting participants, and build a climate for dialogue (e.g., open,encouraging, appreciative, nondefensive). [☛ 8.4 Dialogue and Discussion]Work within the meeting ground rules and model the behavior you expect of others in themeeting (e.g., minimize off-topic discussion, demonstrate commitment to the process, be opento other peoples’ methods of communicating). [☛10.8 Ground Rules]MeetingParticipants(all involved)❑❑❑❑❑❑❑❑❑Prepare for the meeting as requested, using the agenda as a guide.Place items of concern on the agenda.Arrive on time.Support those who are filling other roles (e.g., meeting timekeeper).Work within the meeting ground rules (e.g., minimize off-topic discussion, demonstratecommitment to the process, be open to other peoples’ methods of communicating).Participate (e.g., share views, respond to questions, provide input).Listen carefully, constantly check perception of what was heard, and express differencespositively.Be alert to process (how things are discussed), to content (what is being discussed), and tooutcomes (why you are meeting).Organize input by speaking clearly when a contribution is relevant, and making only one pointat a time:SECTION 11 TOOLS FOR LEADING MEETINGS 347