1. ES2002
Meeting Skills
1
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

2. Objectives
To understand the following:
 the important role of meetings in the
workplace
 the role of intercultural interpersonal
communication in meetings
 stages of meeting
 meeting behaviors
 responsibilities of the meeting leader
2
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

3. Role of meeting at the workplace
 Crucial- decisions are made, matters
are discussed
 Meetings can take place face to face
or virtually.
3
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

4. Types of meetings
 Ad hoc
 Board meeting
 Kick off meeting
 Management meeting
 Staff meeting
4
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

5. Discuss
 What is the relationship
between good intercultural
and interpersonal skills and
meeting skills?
5
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

6. Signs of a successful
meeting?
6
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

7. An unsuccessful meeting?
7
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

8. Meeting- preparation stage
1. What is the objective of the meeting?
2. Who are the participants and what
are their roles?
3. What is your role?
4. What would be the best and worst
result of the meeting?
5. What time constraints are on the
meeting?
8
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

9. Leading a meeting
 Open the discussion by introducing self and stating
the purpose
 Extract relevant information
 Recognize problems
 Solve/acknowledge problems
 Listen well, constantly move the discussion forward
 Draw everyone to equally participate
 Regulate (tactfully) those who tend to monopolize
the discussion
9
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

10. Attending a meeting
 Be interested and attentive in the
meeting
 Stay focused on why you are there
 Do not get personal
10
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

11. Ending the meeting
 Partings that dither and those that are
too abrupt are signs of inconclusiveness.
If you are the leader, take responsibility for
the parting by doing the following:
 Clearly signal that the meeting is coming
to an end
 Sum up
 Ask if there are any questions
 Let members know if there is another
meeting coming up
11
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

12. Meeting Behaviors
 Task Facilitating
◦ Initiating
◦ Giving or seeking information
◦ Coordinating
◦ Setting procedure
12
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

13. Meeting Behaviors
 Group Maintenance
◦ Encouraging
◦ Harmonizing
◦ Compromising
13
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

14. Meeting Behaviors
 Self-oriented
◦ Controlling
◦ Withdrawing
◦ Seeking attention
◦ Diverting
◦ Excluding
◦ Belittling
◦ Blocking
14
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

15. Responsibilities of a Meeting
Leader
 Specific linguistic strategies
◦ Encourage participation
 ‘What is your reaction…?’
 ‘How do you feel about…?’
◦ Get contributions from quiet members
 ‘We haven’t heard from Alex yet. What do you feel about…?’
15

16. Responsibilities of a Meeting
Leader
 Specific linguistic strategies
◦ Control members who talk too much
 ‘Yes, we all take your point on that but I think another perspective
will help. Has anyone here any other ideas?’
◦ Reach mutual understanding
 ‘Let me see if I understand your position. Are you saying that…?’
 ‘I’m not sure I understand. Do you mean that…?’
16
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

17. Techniques for managing ‘tough’
participants
 Paraphrasing
 Probing
 Providing alternatives
 Providing positive feedback
 Contracting
17
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

18. Techniques for managing ‘tough’
participants – an example
“Who do the sales managers think they are?.
They never think about the sales staff out
there in the field.”
 As I understand it, you think….
 I see. You know Stella , I can understand why you
are frustrated. I would too if ….
 What do you think would be a better way to…..
 Why don’t we ask if anyone in the group has any
ideas and if you think of anything….
18
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE

19. Reference
 Rodenburg. P. (2009) Power Presentation: Penguin Group
 Coulter, C. (1982) Winning words, a new approach to developing effective
speaking skills: CBI Publishing Company
 ES2002 Course notes
Prepared by CS July 2012 19
© 2012 Centre for English Language Communication NATIONAL UNIVERSITY OF SINGAPORE