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Unformatted text preview: Chapter 14: Conducting Meetings 145 CHAPTER 14: CONDUCTING MEETINGS Chapter outline • Setting an agenda • Conducting the meeting • Keeping meeting minutes • Conducting meetings with instructors Key guidelines for conducting meetings • Post agendas well before meetings, using this structure: – date/time/location – objective – leader – scribe – topics/presenters • Follow these guidelines for effective meetings: – come on time – have everyone participate – make decisions by consensus, not majority rule • Post minutes after the meeting, using this structure: – date/time/location – participants – scribe – topics, key points, and decisions Team meetings will play an important role not only in your work in EDC but in your professional career as well. Researchers who surveyed over one hun- dred engineers with an average of fifteen years of experience found that “meetings and informal interpersonal situations are the places where a signifi- cant amount of engineering work gets done and provide the context for creat- ing and sustaining productivity in daily practice” (Darling, Dannels, 2003, p. 8). Chapter 14: Conducting Meetings 146 In EDC, class periods don’t give you enough time to work on your project, so your team should meet at least once a week outside of class to plan tasks, ana- lyze information, write reports, and practice presentations. In addition, your team will have formal meetings with faculty to discuss team progress. Out-of-class team meetings are valuable for the following reasons: • Members can talk about their skills, interests, and outside commit- ments so that work can be distributed in the most realistic and produc- tive way. • Meetings are an incentive to complete your work, knowing you’ll have to report on it at a team meeting. • They help you figure out answers to difficult questions such as, “What should our objectives be?” and “What kind of user testing should we do?” • They help clarify team goals, reach consensus on decisions, and bring to the surface and resolve underlying problems that may be hamper- ing the team's performance. • They spark creativity by having you bounce ideas off each other. The rest of this chapter explains how to get the most out of these meetings. 14.1 SETTING AN AGENDA Prepare an agenda, with input from team members, to make the best use of your time. Set the agenda by having team members contribute items. The agenda should include: • Meeting date, time, and location . Make sure all team members can attend and arrive on time. If you are going to be absent or late, let the meeting leader know. Select a location that’s safe and convenient for everyone, or rotate locations....
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This note was uploaded on 05/30/2011 for the course MATH 203 taught by Professor Xia during the Summer '00 term at Culver-Stockton.
- Summer '00