Central State University Seven Steps in The Standard Meeting Agenda Questions

18.1 What are the three kinds of group leadership? (LO 18-1)

18.2 What is groupthink? (LO 18-2)

18.4 What strategies produce the best-coauthored documents? (LO 18-5)

19.1 What should go in an agenda? (LO 19-1)

19.2 What are the seven steps in the standard meeting agenda?

19.3 When would dot planning be most effective? (LO 19-6)

19.4 What should go in the minutes of a meeting? (LO 19-6)

Business Communication: Building Critical Skills (6th Edition). McGraw-Hill Higher Education (US).


Summary of Learning Objectives
Effective groups balance informational leadership, interper-
sonal leadership, and procedural leadership. (LO 18-1)
A case study of six student groups completing class projects
found that students in successful groups had leaders who set
clear deadlines, scheduled frequent meetings, and dealt directly
with conflict that emerged in the group; and had an inclusive
decision-making style, and a higher proportion of members
who worked actively on the project. (LO 18-2)
Students who spent the most time meeting with their groups got
the highest grades. (LO 18-2)

Groupthink is the tendency for groups to put such a high
premium on agreement that they directly or indirectly punish
dissent. The best correctives to groupthink are to consciously
search for additional alternatives, to test one’s assumptions
against those of a range of other people, and to protect the right
of people in a group to disagree. (LO 18-2)
• To lead without being arrogant and get your group started on
track, remember to smile, share, suggest, think, volunteer, and
ask. (LO 18-3)

To resolve conflicts, first make sure that the people involved
really disagree. Next, check to see that everyone’s information
is correct. Discover the needs each person is trying to meet. The
presenting problem that surfaces as the subject of dissension
may or may not be the real problem. Search for alternatives.
(LO 18-4)
Constructive ways to respond to criticism include paraphrasing,
checking for feelings, checking inferences, and buying time
with limited agreement. (LO 18-4)
Use statements about the speaker’s feelings to own the problem
and avoid attacking the audience. In conflict, I statements are
good you-attitude! (LO 18-4)
Collaborative writing means working with other writers to
produce a single document. Writers producing a joint document
need to pay attention not only to the basic steps in the writing
process but also to the processes of group formation and con-
flict resolution. (LO 18-5)●
A good agenda indicates (LO 19-1)
The time and place of the meeting.
Whether each item is presented for information, for discus-
sion, or for a decision.

• Who is sponsoring or introducing each item.
How much time is allotted for each item.
To make meetings more effective, (LO 19-2)

• State the purpose of the meeting at the beginning.
Distribute an agenda that indicates whether each item is for
information, for discussion, or for a decision, and how long
each is expected to take.
Allow enough time to discuss controversial issues.
Pay attention to people and process as well as to the task at

If you don’t take formal votes, summarize the group’s consen-
sus after each point. At the end of the meeting, summarize all
decisions and remind the group who is responsible for imple-
menting or following up on each item. (LO 19-2)
The standard agenda is a seven-step process for solving prob-
lems. In dot planning, the group brainstorms ideas. Then each
individual affixes adhesive dots by the points or proposals he or
she cares most about. (LO 19-3)

Summary of Learning Objectives
Treat networking as a work-related task, and seek people
out in your organization and beyond. You can meet people
in person or virtually through e-mail and the web, includ-
ing with social networking sites like Facebook and LinkedIn.
(LO 19-4)
Take time to prepare for meetings. To be taken seriously, show
you’ve done your homework, link your comment to the com-
ment of a powerful person, and find an ally. (LO 19-5)
Minutes should record (LO 19-6)
• Decisions reached.

Action items, where someone needs to implement or follow
up on something.

Open issues issues raised but not resolved.
Plan 90-second scripts so that if you have a chance for an infor-
mal meeting with your boss, you can make the most of the time.
(LO 19-7)
While they can be productive, electronic meetings can lack
the informal interactions that create bonds and give people the
chance to work out small issues. Be aware of limitations of
channels, such as losing tone of voice and body language with
e-mail. (LO 19-8)

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