Question

Research has demonstrated that running meetings effectively increases team performance. A study of 63 team meetings including a total of 359 meeting participants from different organizations found that leaders must remember to show considerate leadership, which was positively related to satisfaction with meetings. Also, team leaders need to balance relationaland task-oriented meeting procedures. The following checklist is a useful guide to ensuring a successful meeting.

Before the Meeting:
- Set goals for the meeting and prepare an agenda.
- Prioritize issues to be discussed, including carryover issues from previous meetings.
- Consult with team members to finalize the agenda.
- Research information necessary for making important decisions (or delegate this).
- Arrange logistics: date, time, place, catering. Select a comfortable and convenient meeting place.
- Send out announcements and reminders for the meeting, including the meeting agenda.
- Arrange for AV equipment, flip charts, markers, and other supplies.
- Arrive early to set up, and check for adequate lighting, ventilation, heating, or airconditioning.
- Arrange seating and post directional signs if needed.
- Prepare name tags or tent cards if needed.
During the Meeting:
- Greet people warmly as they arrive individually.
- Announce the location of the nearest restrooms.
- Have the agenda at each person's place or projected on screen.
- Set a welcoming tone with introductions (you may want to include an icebreaker exercise if time permits).
- Review minutes from the previous meeting if appropriate.
- Provide background information and review the meeting goals.
- Be courteous, respectful, and inclusive during the discussions.
- Start and finish the meeting on time. Bring Closure
- Make decisions.
- Prepare action plans and follow up.
- Summarize main points and what was accomplished during the meeting.
- Schedule the next meeting (if needed).
After the Meeting:
- Email participants and thank them for their contributions.
- Distribute minutes of the meeting and action plans.
- Include a reminder about the next meeting. Discussion From the checklist, identify which behaviors are task-related and which are relationshiprelated. Explain how you would set the tone for the meeting by being a considerate leader.

Answer 1

In effective meeting management, distinguishing between task-related and relationship-related activities is crucial. Considerate leaders set a positive tone by balancing goals and relational dynamics, fostering trust and collaboration. Post-meeting actions should demonstrate appreciation and a commitment to continuous improvement.

Step-by-step explanation:

When managing team meetings within organizations, it is important to distinguish between task-related and relationship-related behaviors. Task-related activities include setting and prioritizing goals, preparing agendas, arranging logistics, and ensuring necessary information and equipment are available. Relationship-related behaviors focus on creating a positive atmosphere and fostering effective communication, such as greeting participants warmly, being respectful during discussions, and thanking team members for their contributions.

To set the tone for the meeting as a considerate leader, you could start by greeting everyone warmly and ensuring a welcoming environment. During the meeting, balance being task-oriented with maintaining a relational approach; involve team members in discussions, value their input, and provide constructive, respectful feedback. After the meeting, show appreciation for the team's efforts by distributing a concise summary of the action plans and reinforcing the value of their contributions in follow-up communications.

Effective leadership and meeting management also involve taking feedback seriously, staying flexible, and embracing collaboration. Building trust with team members and being transparent is essential to advance projects and manage conflicts efficiently.