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Whydoweneedameeting?

Whydobusinesspeoplespendsomuchtimeonmeetings?

Meetingscanworkasaninformationrelaystation,andtheyareoftenheldforthepurposeoftransmittinginformationorgatheringideastoreachmoreinformeddecisions.Theyalsoleadtoclosercontactamongpeopleinorganizations.

—GroupDecisionMaking

Adecisionisachoicemadeonthebasisofmanyavailablealternatives.Decisionmakingprocessreferstotheprocessofidentifyingproblemsandopportunities,developingpotentialsolutions,analyzingthealternativetoselectthebestone,implementingthedecisionanddecisionevaluations.Thiscomplexprocessdoesnottakeplaceinavacuum.Sincemostdecisionshaveadirectorindirectbearingontheemployees'

workandwelfare,amanager'

sdecisionmakingprocesscannotbeimmunetotheinfluenceofhissubordinates..Inmostcasesthesubordinates'

supportandunderstandingsupplythekeytothefinalsuccessofadecision.Thereforegroupdecisionmakinghasbeenintroducedtoensureemployees'

personalparticipationandtowintheirsupportforthedecision.Thepracticeofgroupdecisionmakingthuscreatesagoodnumberofmeetingsanddiscussionsessionswithincompanies.Atsuchmeetingsbrainstormingtechniqueisoftenadoptedasagroupeffortatgeneratingideasandalternativesthathelpsolveaproblem.

—Communications

Behindmostbusinesssuccessesiswellplannedandthoughtfullyexecutedcommunications.Asuccessfulmanageroftencommunicateshisvisionsforthecompanytohisemployeesbecausethemoretheyknow,themoretheywillunderstandandcare.Itisalsoimportanttolistentotheworkersonthefrontlinesbecausetheyaretheoneswhoknowwhatisgoingonoutthere.Communicationsamongtheco-workerscanhelpthembettercoordinateandpulltheirefforttoachievegoals.Teammembersgenerallyengageinsuchcommunicationactivitiesasexchangingviews,discussingwork,deliberatingonaproblemandtransmittinginformation.

Peoplecancommunicatefacetofaceorthroughelectronicmeans.Butmeetingsandconferencesarestillconsideredasthemostusefulformstopromoteinterpersonalcommunication,infra-teamcommunicationaswellascommunicationsbetweenaleaderandhissubordinates.Meetingsprovideampleopportunitiesforcoaching,counseling,training,performanceappraisalandsomeotherinteractions.Atadiscussionsessiononeisofteninspiredtoproducemoreideasthroughinteractingwithothersandhearingmultipleperspectives.Theimplicationsofamessagecanbediscussedthoroughlyifitistransmittedtoallpresentatameeting.

PlanningaMeeting

Thefollowingarrangementshavetobemadebeforeameeting:

—Setatimeforthemeeting.

—Decideonasuitablevenue,aplaceconvenienttoallparticipants.

—Determinethesizeofthemeeting.Thesizeofameetingdependsonitspurpose.Ameetingfortransmittinginformationtoemployeescanbefairlylarge,forfewquestionsandcommentsareexpectedfromthefloor.Asformeetingswheredifferentideasarecontributedandadecisionmustbereached,theirsizesshouldbecontrolledtosavetime.

—Writememos.Memosneedtobedraftedconcerningthetime,placeandpurposeofthemeeting,andsometimestravelarrangements（ifthemeetingistobeheldinanothercity.Theyshouldbedistributedtoallparticipantswellbeforethemeeting.

Belowisanexampleofsuchamemo:

From:

WilliamMarch（GMofInfoChinaInc.）[SPT:

willi@sh-pptp.inf.in.1

Sent:

Thursday,March19,19983:

33PM

To:

D-CN-AUinBeijing;

D-CN-AUinShanghai

Subject:

SalesKick-OffMeeting®

Wehaveplanneda1998KickoffmeetinginQingdao（April13-15）.ThisistheFirsttimethatInfoChinaInc.hasgonetothisscaleingettingeveryonetogethertolookatwhatourplansanddirectionsforsalesactivitiesare.Ireallythinkthatitiscrucialforeveryonetounderstand95InfoInc.operationsandothereffectingissues.FromthismeetingswecanbetterpreparealloureffortsinthebestdirectionanduseofskillstowinbetterandBIGGERbusinessopportunitiesforouroffices…

Therewillbemanyactivitiesandalsotimeforallthestafftofinallymeeteachother.WewilllookatNEWproductsanddirectionandformtermstohelpunderstandhowwearegoingtoattacktheareasthatInfoInc.canandwillbesuccessfulatachievingfor1998andcontinueinto1999.Sogetpreparedforalotofdiscussionandlearningwithsomefuntimeforall.

Hereisthefinalflightinformationforallofyou.

SH—Qingdao

12/03（Thur）MU550815:

13/03（Fri）MU550815:

Qingdao—SH

15/03（Sun）MU556918:

MoredetailswillbecomingoutnextweekbutsakespeoplewillflytoQingdaoontheeveningofApril12-readytostartthekickoffmeetingat9:

00amFridayApril13.EngineersandG&

AwillflytoQingdaoonlateafternoon/earlyeveningonFridayApril13.Pleasemakeyourschedulesready.

March

—Draftanagenda:

Theagendaisalistoftopicsorproblemstobedealtwithatthemeeting.Foraformalmeetingtheagendanotonlycomprisesalistofitemsorganizedinlogicalorderbutthemeetingsfunctionsoneachitem（"

toconfirm..."

"

todiscuss..."

）.Thisdocumentissetandcirculatedinadvancetoallparticipants.Itissupposedtodirectmeetingprocessandkeepthediscussiontothepoint.

PresidingtheMeeting

Thestyleofthechairmanoftendecidesthewayameetingproceeds.Aneffectivechairmanshouldbeflexible,knowingwhentocontroltheproceedingsstrictly,whentoleteveryoneexpressfreely.Groupdiscussionscanbeineffectivewhenonlyafewpeopletalkanddominatethemeeting.Thereforeindividualcontributiontechniquesneedtobedevelopedtocreateaframeworkforequalparticipation.

Notes:

（Dbrainstormingtechnique:

Methodofsolvingprobleminwhichallmembersofagroupcontributeideas,whicharethendiscussed.

（2）kick-offmeeting:

Anannualgatheringofthecompanystaffforthemtomeeteachother,lookbackontheyearpassedandsetgoalsforthecomingyear.

IPost-readingTasks

1.Somemanagersaredemocraticandliketoreachdecisionthroughgroupdiscussions,andsomearemoreautocratic.Ingeneral,itisbettertoconsultpeoplewhosharetheproblems.Whatexamplecanyouprovidetodemonstratethebenefitsofreachingadecisionthroughdiscussionatameeting?

（Takeaproblemyouhaveencounteredandconsiderhowyoumightsolveitwithgroupeffort.）.

2.Tomakesuremeetingsareeffectiveweshouldbecarefulaboutpreparationworksuchasvenueselectionandagendadrafting.Whatothermeasuresshouldtaketoensureasuccessfulgoing-onofthemeeting.

IICasestudy:

ReadthefollowingreportonNikeCompany,andcompletetheexercisesgivenbelow:

CanNewPhilosophyandNewLineofProductWork?

Since1995Nikehassprintedfrom$4.8billionto$9.2billioninsales,capturingnearlyhalfthesportsshoebusinessinAmericawhileexpandingacrosstheglobe.ButlatelyNikehasbeenstumbling.Sloessand8%inthethirdquarterof1998;

inventoriesballoonedascustomersshunnedboringproductswithhighprices.

Nikeisfacingaseriesofobstacles.ItnowmustfacedownAdidas,Reebok,NewBalanceandsomeothercompetitors.Thestores,whichhavetoorderwellinadvanceofproduction,tooktonsofexpensivebasketballshoes,onlytowatchthegoodssitontheshelves.Missingintheretailmixwasadescentselectionofshoesbelow$80,inwhattheIndustrialcallsthe"

killzone-.wherethebulkofsalesvolumeisdone,Meanwhile,financialturmoilinAsiahassappedamajorgrowthmarket.TwomillionpairsofNikesarelookingfortoesinJapan,Nike'

sbiggestmarketoutsidetheU.S.Consumers'

tasteswerechanging:

Nike'

sbestcustomer,whoareyoungandmaletypicallybut10to15pairsofathleticshoeseachyear.It’saboutstyle,andkidswereseeinglessofitinNikeandmoreofitinbrown-shoecategory,whichbroadlydescribeanythingthatisn’tadressshoeandisn’tanathleticshoe.

Likeateenagerafteragrowthspurt,Nikeisamultibillion-dollarmonsterfindingitssizeawkward.ForPhilKnight,Nike’schairman,thechallengeistore-createtheessenceoftheoutfithestartedwithhiscollegetrackcoach.Toaccomplishthistask,Nikeisre-assessingeverything,fromthewayitsellstoretailerstothenumberoftimesthefamous"

swoosh"

appearsonproductsandinadvertising."

You'

vegottocomeupwithgreatstuffallthetime."

saysGeoffHolster,whoheadsNike'

sgrass-rootsrunningprogram,"

Youmissjustoneseason,andyoucanflattenout3justthatquickly."

NikeisbettingheavilythatanewlineofshoesandapparelcalledAlphawillswingmomentumbackinitsfavor.Acoordinatedlineofshoes,apparelandequipment（includingwatchesandeyewear）,AlpharepresentsatriplingofNike'

sinvestmentsince1995.

WhileReebokispartingcompanywithhigh–pricedathletes,Nikeisstayinghitchedtothestars.Forinstance,NikehasanewentryinthefootballshoecategorydesignedaroundBraziliansuper-strikerRonald,votedbestplayerintheworldlastyear.Thenewmodel,calledtheMercurial,usesasyntheticmaterialinsteadofkangarooleather,anis50%lighterthancurrentmodels.IndeedthenewNikeisamultibillion-dollarcompanybuiltbyprettygoodathletestoserveathletes.SixtermswerewearingNikesgearinthe1998WorldCup,andNikemanageditbywritingcheckbookstothesoccerterms.“Weareinthesportsbusiness,nottheshoebusiness,”saysMarkParker,avicepresident.

Nikeisundergoingaholisticreorganization