Leadership in Meetings

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EcoCrew was able to identify a problem, create a solution, and implement it very successfully. Much of the planning and implementation took place in meetings. Group leader Susan was able to direct the discussion and manage the deliberations in ways that kept the group focused and invited input from all participants. Indeed, meetings—whether face to face, over the phone, online, or through a combination of media—are an integral part of many group activities. But they are not always successful, and the failure of a meeting often rests on the shoulders of the group leader.

Consider Julia, a freelance Web designer who works from a home office. On Friday, Julia received an e-mail from her biggest client, Jacob, asking her to phone in to a meeting with the sales team to discuss marketing materials related to the launch of the new Web site she’s designing for his skateboard manufacturing company. Struggling with several competing deadlines, Julia dreaded spending an hour or two listening to a group of people she’d never met discuss parts of the project with which she had little to do. But she reluctantly confirmed that she could take part in the meeting the following Monday.

After spending the better part of Monday morning reviewing her design for the project and outlining a few ideas for ways it could be teased into the marketing campaign, Julia dutifully dialed in to the conference room at the designated time, only to find herself placed on hold for twenty minutes before the meeting began. What followed was equally frustrating: Jacob spent the better part of an hour describing all aspects of the site to the team of salespeople, who were entirely unfamiliar with the project. Julia—who was responsible only for creating the look and functionality of the Web site and had nothing to do with content or sales—sat miserably watching the clock, grateful that at least the team couldn’t see her as she scribbled angry doodles and notes to herself.

Meetings can be integral to group decision making, but they can often be unproductive and frustrating. Ineffective meetings are one of the top time wasters cited by workers: one survey of more than thirty-eight thousand workers worldwide found that people spend more than five working hours per week in meetings, and about 70 percent of the respondents felt that most meetings weren’t productive (Microsoft, 2005). In this section, we’ll analyze meetings from a communication perspective and consider how they can be best used to arrive at better decisions and solutions. We’ll discuss how technology has changed meetings—and how it hasn’t. Most important, we’ll show that effective leadership is crucial to conducting effective and productive meetings.