Page 225 - Effective group discussion theory and practice by Adams, Katherine H. Brilhart, John K. Galanes, Gloria J

208 Chapter 8

Recap: A Quick Review

he administrative duties include those organizational and behind-the-scenes
Tfunctions that groups need to perform smoothly. Specific duties are:
1. Thinking carefully before the group is assembled about who should be included,
choosing members that are committed to the group, and developing a clear charter
or statement of purpose for the group.
2. Planning for meetings by knowing and communicating what the meeting’s purpose
is; when it will start and end; what people, materials, or resources need to be pre-
pared in advance; what tools will be needed, such as instructions for special proce-
dures or technology; how the meeting will be evaluated; and notifying the members
in advance so that they can come prepared.
3. After a meeting, following up to make sure that members are completing assign-
ments and to touch base, especially if a member was unusually quiet or seemed
upset at the meeting.
4. Serving as liaison between the group and other groups, individuals, and the parent
organization and to represent the group publicly, including to the media.
5. Managing the group’s entire written communication is a critical task. This includes
keeping personal notes; making sure the group’s records, such as minutes, are in
good order; sending out meeting notices and agendas in advance; and making sure
that the group’s outputs, including reports, resolutions, and so forth, are completed
and delivered to the appropriate person or place.
6. Effective leadership of virtual groups requires many of the same skills as face-
to-face leaders and some that are different. Virtual leaders must respect the
importance of virtual meetings and ensure their team has the right tools to work
collaboratively online.

Leading Discussions
Administrative duties of designated leaders precede and follow small group meetings.
Now we consider what leaders are expected to do during actual meetings. In general,
leaders must tend to both relational and task goals. The following guidelines will help
you balance these broad goals.

Opening Remarks Opening remarks set the stage for the meeting by creating a posi-
tive atmosphere and helping focus the group on its task. They should be brief. Here
are several guidelines:

1. Make sure that members and guests have been introduced.
This may seem obvious, but sometimes leaders can become so task focused
that they forget this step. Sometimes you may want to provide name tags. If you
are in a group whose leader forgets introductions, you should jump in with
something like: “I’m not sure I know everyone. Could we take a moment to get
introduced?”

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