Review the case \" The Quiet Meeting \". In a 2-3 page paper, discuss the follow

Question

Review the case "The Quiet Meeting". In a 2-3 page paper, discuss the following questions:

The Quiet Meeting

Debbie Ronson, sales supervisor, was just opening a meeting she had called for members of her department. Debbie did most of the talking for the first five minutes, recounting her group’s performance over the past week. Then she asked, “Are there any questions?” No one responded. Debbie then changed subjects. “As you know, in two weeks we’ll be going to a new format for scheduling our calls. This was outlined in the memo from the vice president, copies of which I sent to each of you. This is going to alter your calling schedules and signif- icantly change the way we’ve been doing things. I have some ideas on how we can best work into this new system. But before getting into that, I’d like to see if anyone here has any ideas ... [pause]. Anyone care to contribute anything?” No one in the group responded. Debbie continued, “Well, here’s what I think we should do. ...” She then spent eight minutes outlining her plan. After the meeting was over, Debbie discussed it with one of her fellow supervisors. “I don’t know what it is,” she said, “but I can never get my people to say much at meetings. I try to give them a chance, but I always end up doing most of the talking. It seems they’re either shy or disinterested, but I really don’t know if that’s the reason or not. I just wish they’d contribute their ideas.”

1. What reasons might there be for the lack of participation in Debbie's meeting?

2. What actions could Debbie take to run a more effective meeting?

3. Consider you are a facilitation consultant. After reviewing process consultation and other models of consultation, what advice would you offer to Debbie to help encourage participation in future meetings?

Explanation / Answer

The meeting that Debbie has prepared for her staff was in the format of information giving and closely controlled when it appears what she was looking for was that of an information exchange and group-centered. Although Debbie asked her staff if they had any questions the atmosphere was not very inviting and all were reluctant to speak. Debbie talked a lot about the progress of her team and didn’t encourage others to speak. There was a plan sent down form the Vice President already in place that Debbie asked questions about but then reviewed. She expected them to remember this memo well enough without any aids. She did not make the environment inviting if someone may have had something different to offer or if any alternatives could be possible.   I would think staff would find it intimidating to challenge the vice president’s ideas especially in a setting such as this. She didn’t offer much a role for the group to fulfil and kept talking for eight minutes about a plan that she and the Vice President state will be going into effect in two weeks. In my opinion even her wording asking for contributions to the discussion are not inviting. The loaded question of “Does anyone care to contribute?“ leads me to believe she assumes no one does. That lack of enthusiasm make her efforts to gain feedback seem insincere.

            After Debbie discussed her group’s performance I think she could have done a couple of things different to engage her audience. She could have asked how other groups were doing, gained some of the facts. This is easy information to recite and may aid in engaging the employees for the latter half of the meeting. Prior to discussing the change I would have printed out the memo for everyone or had a presentation prepared. After a quick review because the participants had previously received the memo I would ask them questions to initiate a group discussion. Ask them what they think of the change, how it will affect the work that they do. Then I would move towards examining possible alternatives. The text states that most managers have good intentions and want improvement but need help identifying the issues and how to improve them.   That could be the case here. Debbie and the Vice President have come up with this plan and have not even heard any feedback from their staff. I believe they need to test the waters and then gain a consensus.

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