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non-controversial issue where people are not committed to a particular
solution so a straight forward agreement can be reached, before diving into the more contentious areas of the agenda. This encourages people to listen to and
build on others’ ideas from the beginning, will help set the tone for the rest of meeting and will be a useful precedent to refer to. Try to structure meetings in a way that
means all points are addressed properly and are fully developed before moving on to another issue or suggestion.
Do not allow discussions to lead to a breakdown in communication A strong indicator of an effective meeting is how well people respond to one another’s ideas and proposals. When a creative type meeting is working well, people react positively or at least constructively, to what others say. When a meeting is ineffective, the opposite occurs and tensions can rise leading to a potential communication breakdown which will diminish any successful meeting outcomes. What we might perceive as a negative
attitude can lead to what we refer to as ‘Defend/Attack’ behaviour where opinions are expressed more strongly and more directly which can lead to people feeling exposed and becoming overly defensive. Defend/Attack usually involves value judgements and contains emotional overtones.
Avoid these behaviours by responding
positively and appropriately and most of all, try to actively listen to what is being said. Really take the time to understand a differing point of view point and respect their position before jumping in with a response. Listening is key and our research shows it is
often what separates skilled communicators from unskilled. Taking the time to listen will give you time and space to fully consider other opinions. If you decide you do disagree with what they are saying, actively listening will leave space around the discussion which offers the opportunity to react in a constructive, rather than an emotional manner.
Avoid irritating verbal behaviours There are a few verbal behaviours that can be instantly harmful to meeting discussions and apply to meetings both in person and online. Virtual meetings can present multiple
communication barriers such as poor connections and technology issues, leading to irritation for all parties involved so it is important not to add further irritation with the words you choose. Declarations that you are being ‘fair’ and
‘reasonable’ when talking to people can cause tension as they can undermine the person you are speaking to and may cause lasting damage to your relationship.
Try to nominate a meeting manager or chair who can focus on managing the discussion, making sure everyone speaks their turn and that you cover everything that needs to be discussed
Other phrases, such as telling someone you
are ‘being honest with them’ or ‘that you are trying to be frank’, can be very misleading. You do not intend to imply that were not
being honest a moment ago but that is the inference you are allowing by using these kinds of phrases. Building a reputation that you are
selectively honest is the kiss of death to a productive meeting. Steer clear of this kind of language if you
want to keep your reputation intact. Make sure meeting standards do not slip
and build trust in your virtual environment If you are hosting a business meeting
online it is important that you do not let your normal meeting standards slip. Try to nominate a meeting manager or
chair who can focus on managing the discussion, making sure everyone speaks their turn and that you cover everything that needs to be discussed. Their purpose is to steer and guide the conversation in a productive manner. It is helpful if the chair can clarify the
information presented and the meeting outcomes, especially for long or heated discussions where meeting focus can shift about very easily. This will ensure everyone is clear about what has been agreed. Arguably, in an online meeting this can
be done even more efficiently than in the real world. This is due to video conferencing features
such as the ability to ‘highlight’ a particular participant when speaking, or sharing links and additional information. So, if you want a meeting to be productive
and efficient, use the rich features of the technology available to keep standards high and meetings effective. CCR
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www.CCRMagazine.com October 2020
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