Facilitating a Group Problem-Solving Meeting

According to Sue DeWine, prominent organizational communication scholar and consultant, most managers spend 2-3 days a week in unproductive meetings. Each year, as many as 30 working days and up to $71 million are wasted on meetings that accomplish nothing. Many business professionals complain that meetings are ineffective for the following reasons: lack of preparation, no goals or agenda, disorganization, ineffective leadership and control, and getting off the subject.

The goal of this assignment is to help you overcome these obstacles and develop skills necessary to design and conduct an effective and productive problem-solving meeting. To reach this goal, you and your group members will facilitate a problem-solving meeting with the class based on one of the case studies in this packet. As meeting facilitators, you will set the meeting’s agenda, guide the class through this agenda, and work with the class to develop and select the best solution to your case’s problem. In doing so, you and your group will use the Reflective Thinking Process, described in your textbook on pp. 348-351, to complete the following steps:

_ Introduce the Problem (Step 1)

_ Define and analyze the problem (Step 2)

_ Establish criteria (Step 3)

_ Generate possible solutions (Step 4)

_ Evaluate possible solutions (Step 5)

Your Group’s Responsibilities

1. Your group will be assigned a case study in this packet. This case study will highlight the problem to be addressed in the meeting. If you wish to find or write a case of your own, please consult your instructor. Any case your group locates/creates must be approved by your instructor at least one week prior to your scheduled presentation date. You must also provide a copy of the case to each class member at least one class day prior to your presentation date.

You and your group will have until your class presentation time to meet, discuss the case, create an agenda, and prepare to lead the class through the Reflective Thinking Procedure. How you and your group members define and analyze the problem will determine your agenda for the meeting. Prior to your presentation day, your group must define and analyze the problem (Step 2). On your presentation day, you must begin the meeting by introducing the problem (Step 1) and presenting a summary of how your group defined and analyzed the problem. Then, you must involve the class in establishing criteria for possible solutions (Step 3), generating possible solutions (Step 4), evaluating solution alternatives (Step 5), and finally selecting the best alternative and making plans to implement the chosen solution.

3. Remember that you are running a meeting in which everyone in the class is a participating member of your organization. Your challenge is to ask questions of class members, encourage discussion, and carefully process and consider their feedback to arrive at a decision.

4. Your group will have 18 to 23 minutes in which to run this meeting. If your group facilitates for less than the 18 minutes, or more than 23, your group grade will be penalized. For example, if a meeting is less than 18 minutes, one point will be deducted for each 15 second interval. For example, a meeting that is 1-14 seconds short, would lose 1 point; a meeting that is 15-29 seconds short, would lose two points, etc. Please, time your meeting when you practice.

4. Limit your notes to your instructor’s requirements. Include only KEY WORDS to prompt your thinking on notes. Do not write out whole sections (or the entire presentation) on your notes. If you choose to ignore this advice, expect to be penalized 5 points.

You must incorporate at least three computer-generated visual aids that enhance your meeting by adding to the audience’s understanding of the meeting process/progress.

7. Each group member must participate in conducting the meeting. All members of your group will receive the same grade on this assignment.

8. Your delivery should include professional language and all team members should strive to make meaningful eye contact with and generally engage the audience. Also, make sure your dress is appropriate for the type of organization and context of your meeting.

9. Submit the following items in your presentation folder (one per group) to your instructor on the day of your presentation:

_ A copy of your group’s agenda

_ Instructor’s Evaluation for Problem-Solving Meeting

_ Presentation notes (place these in the folder following your presentation)

_ Originals or copies of visual aids

Points Possible	Meeting Facilitation	50
	Individual Evaluation	10
Total Points Possible		60

10. Following your meeting, each group member will write his or her own evaluation of your group’s process. For instructions on completing this assignment, see “Evaluating Your Group’s Problem-Solving Meeting,” in this packet.