Effective Group Communication and Meeting Productivity
Explore potential issues in group work, learn to effectively take minutes, and create agendas for efficient meetings. Activities include discussing communication problems, practicing minute-taking, and watching clips to enhance understanding.
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Enterprise and Employability Suggested Sequence Task 2 Producing Minutes of a team meeting Lesson Objective To discuss potential problems with group work To understand how to take minutes To create an agenda for your next meeting Learning Outcomes To have created a template the group can use to complete minutes To have set an agenda which allows them to focus on their next meeting To have practised taking minutes Chunks Chinese Whispers discussion on problems with communication and delegation Paired activity Watching a clip and taking minutes, describe to partner and exchange information Discussion on effectiveness of this Teacher led description of meetings Group activity to complete minutes and discuss what needs to be included Teacher activity on Agenda Group activity set and agenda Plenary to reap on knowledge Resources PPT
Chinese Whispers Pass a message around the circle. What was the first message? Does it change at the end? Why do you think this happens?
Changing Messages It is easy for information to change. Can you remember a time you and a friend discussed something, and you both ended up thinking completely different things? What impact do you think this has on you personally? What impact might this have on your business?
Changing Messages One of the biggest problems with working in a group is when people don t take responsibility for their part or forget what they should do or do something that someone has already done . or take credit for someone else s idea! Anything else you can think of?
Taking minutes One way of overcoming this is to take minutes of a meeting. This involves recording who said what and when
Practise! In pairs A Wait outside B Stay seated
Practise! B s Watch this clip: https://www.youtube.com/watch?v=HEPF8fUMByI Write down what is happening. How much information can you get? When you ve completed this, bring your partner back in Tell them what you saw, and what each person said Ask them to re-iterate this back to you!
And Change! A s Watch the clip with your partner How accurate was this information? Did they miss anything? Do you feel you have a good understanding of what was said?
Any problems? What issues do you think there could be with doing this EVERY time you meet?
Any problems? What issues do you think there could be with doing this EVERY time you meet? Time consuming Too much information
Minutes must: Be detailed enough to show individual and team roles and responsibilities Show time management Identify personal behaviours Indicate team working
Task In your group look a at the word document Minutes Type up your own version of this that you can use next time you meet. Add in your team members names and roles.
Taking minutes: In order to provide evidence for your project you are required to show minutes of your meetings.
Taking minutes: One person takes the minutes each time you meet It can be a different person each time. Every person signs this and gets a copy at the end of the meeting
Setting an Agenda In order to make an effective meeting you need to have agenda. This is a list of things you need to discuss For example, the agenda for this lesson would have been: Icebreaker activity Information on how to take minutes How to set an agenda Check students learning AOB (Any other business)
Next Meeting You will be expected to document you meeting using minutes In your groups: Decide on (and write!) an agenda Discuss who will be responsible for taking minutes Decide who will lead the meeting (Usually someone different to the person taking the minutes)
Quick task You have two minutes to list how many things that belong on agenda! Independently
