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Leading Small Groups: Practical Tips 201

Subcommittee had made almost no progress on its section. She scheduled a meeting
with the subcommittee and invited two individuals from a local social service agency
who knew the housing situation. Maureen chaired this meeting and tactfully got the
group moving forward. She also continued to monitor that subcommittee’s work
because it seemed to need more guidance than the other subcommittees. Leaders also
help maintain good social relationships by interacting with members between meet-
ings. You may want to know what a quiet member really felt about a meeting or
whether a member involved in a disagreement needs to vent to someone. Don’t
underestimate the value of keeping in regular touch with your group members.
In addition, a chair often prepares and sends letters, memoranda, formal reports,
notices of group decisions, advice prepared by the committee, and so forth to appro-
priate people. This includes getting copies of minutes prepared and distributed, and
also involves writing formal resolutions, sending updates to key outside groups, or
carrying out whatever decisions for action the group has made. Although the group
decides what to do, who does it is often the group’s designated leader.

Liaison A liaison serves as spokesperson for the group to other groups or to the Liaison
parent organization; usually this is the designated leader’s job. In most organizations, Communication
the chairs of standing committees coordinate with each other. Whenever you act as between or among
liaison, keep in mind that you represent your group rather than yourself. groups; interfacing; a
Occasionally, committee chairs will be interviewed by public media. Anticipate person who performs
this so that you can be prepared to answer reporters’ questions. The chair’s state- the liaison function.
ments should accurately reflect the group’s work, findings, and beliefs. The chair nor-
mally does not share internal conflicts outside the group. As one of our friends put it,
“Family business is family business, and the group is a family.”

Managing Written Communication for a Group Written messages and records, electronic
or otherwise, keep members on track. They provide continuity from meeting to meeting;
remind members of their assignments; confirm agreements and accomplishments; pro-
vide legal documentation of attendance, decisions, and actions; bring absentees up to
date; and inform the parent organization and others about what the group is doing.
Written messages include personal notes, meeting records, meeting notices and
agendas, and reports and resolutions. All (except personal notes) can be circulated to
members electronically and made available to the group via e-mail or virtual space for
document storage and access. For example, OneNote is a free idea management sys-
tem that allows a small group to collect all its content and provides a virtual white
board for member use. Other examples are found in Appendix C.

Personal Notes Taking notes focuses group members’ listening so that they don’t
lose sight of the group goal or switch subjects. When you take notes, keep track of the Minutes
thrust of the discussion by jotting down just a key word or two (see Figure 8.1). A written record of
Personal notes help leaders summarize discussion when needed, double-check the min- every relevant item
utes, and follow up between meetings to ensure that assignments are being completed. dealt with during a
group meeting,
including a record of
Group Records All ongoing committees should maintain accurate and comprehen- all decisions.
sive minutes that serve as official summary records of the important content of

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