Page 19 - Communication in Organizations Basic Skills and Conversation Models

Communication in organizations 8

advance and establishing the order of the subjects to be discussed, you can specify a sort
of agenda for the conversation.

Goal evaluation

In this book we assume that conversations are based on a goal. Often the goal is the
solving of problems. In order to check that you are still busy with the goals which were
originally set, it is useful to ask ‘goal evaluating questions’ from time to time. These are
questions such as: ‘What was it exactly we wanted to achieve?’ ‘Are the goals
attainable?’ ‘Are the methods employed adequate in relation to the goal?’ Take an
example from the last part of the conversation between Bert Berman and Harry Haddock
at the beginning of the week:

HARRY: We were going to discuss the planning for this week. In the meantime we have
decided that I will reorder the crates of wine and that you will chase up the butcher.
Are there any other things that we need to discuss now?

In this example we see that Haddock refers to the goals set at the beginning of the
conversation and then gives Berman a chance to speak. When one or both of them is of
the opinion that the planning for the following week has not yet been adequately
discussed, they can decide to continue the conversation. If both agree that the goal has
been reached, then the conversation can be rounded off. At the end of the conversation it
is often useful to summarize the arrangements.

Closing the conversation

In order to keep a check on the time it is generally wiser to make known the time
available at the beginning of the conversation. Then a clear agreement has been made
about the length of the conversation; for example, half an hour or three-quarters of an
hour. If such an agreement is made, it is important to keep an eye on this time too: that is
to say, you must decide whether the goals set can be reached within the limited time
available. If the time has almost expired, you can refer to the agreement. For example: ‘I
see that we have about five minutes left.’ Then a summary can be introduced with a
sentence such as: ‘Maybe it is a good idea if we take a look at what we have discussed so
far.’ After this summary you can discuss with your conversational partner how you will
continue. In many cases it is useful to close with a summary, where the concrete
arrangements can be lined up (see Chapter 2).