Assignment 2 Dropbox: Effective Meetings ✓ Solved

Assignment 2 Dropbox Assignmenteffective Meetingsin This Assignment

Read the following articles: Are You Running Meetings, Or Are Meetings Running You? (n.d.). Retrieved from Matthews, A. (2009, October 14). 6 Secrets Of Effective Meetings. Retrieved from Meeting Basics, Leading a Meeting - Before, During and After. (n.d.). Retrieved from Taking Charge of Poorly Led Meetings When You are Not the Leader | Facilitative Leadership & Facilitator Training. (n.d.). Retrieved from Attend a meeting. The meeting can be any one of the following: A work-based meeting Municipality, township, or school district meeting A meeting for an organization you might be involved with Any other meeting you can identify within the course required time frame.

Part I Based on your reading, understanding of the articles, and your experience in the meeting you attended, answer the following questions: Where is the meeting being conducted, and what is its purpose? Is the meeting focused on communications or problem solving, or is it a meeting with no specific agenda? Is the meeting a regularly scheduled event, such as a monthly scheduled meeting or a meeting to address a specific matter? Does the meeting have a set communication designed with relevant information to advance the meeting? Please explain. Was the meeting opened with an announcement or explanation of its purpose and importance? What was the communication style of the meeting's leader or facilitator? What were the leader's bases of power? Select from a number of conceptual paradigms and elaborate on your selection. Authoritative Knowledge and Expertise, Correction or Castigation, Reward or Incentive, Persuasion, Mentoring or Coaching, Relationships or Individual or group interactions, Direction or Vision, Charismatic or Personable. Did the members or attendees have an opportunity to express opinions? Were they asked for suggestions, ideas, and information? Did you recognize any conflict, disrespect, or tension among the members or attendees? If so, was the source of the conflict evident? Did you observe the participants' body language (such as posturing, positioning, or gesturing) when different topics were introduced? Describe it. What was the intended outcome of the meeting? Was it achieved? Why or why not? What were the pivotal moments of the meeting which contributed to its success or failure?

Part II Complete the following tasks to provide an overall critique of the meeting you attended: Identify the positive, effective qualities of the meeting in one list, and identify the qualities which were ineffective in a separate list. Arrange each list from top to bottom, from most important to least important. Take the top three ranked factors from each list and explain the effect they had on the meeting.

Part III You need to organize a meeting to introduce a new project in a health service organization. The project is sufficiently complex in size and nature to require an expanded cross-section of expertise from within and outside the organization. You are responsible for inviting the necessary individuals and representatives of involved departments and professional functions to the meeting. Based on the principles contained in the articles, textbook, and elected independent research provided in the course, complete the following tasks: Develop an agenda for the meeting. Provide information, expertise, and background on the invited attendees. Explain the rationale and intended functional expertise each attendee brings to the group. Recognize and develop measurable objectives to assess the success of the planned meeting.

Compile your responses to Parts I, II, and III in a 7- to 8-page Microsoft Word document. Support your responses with examples. Cite any sources in APA format.

Sample Paper For Above instruction

Effective meetings are crucial to organizational success, especially within health service organizations where collaboration and clear communication directly impact patient care and operational efficiency. This paper critically analyzes an actual meeting experienced by the author, synthesizes key principles from relevant literature, and proposes a comprehensive plan for a future organizational meeting, adhering to best practices outlined in scholarly resources.

Part I: Analysis of an Attended Meeting

The meeting in question was conducted in the conference room of a local hospital’s administration office, with the primary purpose of discussing the implementation of a new patient information system. The focus was predominantly on problem solving, as attendees collaborated to troubleshoot technical and workflow challenges. The agenda was clearly communicated at the outset, emphasizing the importance of stakeholder engagement and timely decision-making. The communication style was participative, with the facilitator encouraging open dialogue and questions, which fostered an inclusive environment.

The leader's bases of power primarily stemmed from expertise and charismatic authority. The lead IT specialist, possessing authoritative knowledge and proven technical expertise, guided the discussion confidently. The leader also demonstrated charismatic qualities—approachable, confident, and persuasive—motivating attendees to contribute actively. Attendees were given ample opportunity to share opinions and suggestions, which enhanced problem-solving. During discussions, body language cues indicated engagement—most participants leaned forward, maintained eye contact, and gestured in support of their points.

The intended outcome was to identify actionable steps for system deployment, aiming for a timeline that minimized patient care disruptions. This goal was partly achieved; decisions on hardware procurement were made, but some technical issues remained unresolved, indicating partial success. Pivotal moments included when the leader summarized consensus decisions and assigned responsibilities, which clarified next steps and maintained momentum. Conversely, moments of tension emerged when conflicting opinions arose about funding allocations, temporarily hindering progress.

Part II: Critique of Meeting Effectiveness

Effective qualities:

• Clear agenda and communication of purpose
• Participative facilitation encouraging input from all members
• Expertise and charismatic leadership motivating engagement
• Body language cues signifying attentiveness
• Defined outcomes and next steps assigned during the meeting

Ineffective qualities:

• Some technical issues leading to incomplete resolution of all problems
• Occasional dominance by certain members, suppressing others’ opinions
• Limited discussion on potential conflicts, which occasionally escalated tension
• Meeting length slightly extended beyond scheduled time, risking attendee fatigue
• Insufficient follow-up mechanisms to track action items post-meeting

The top three positive aspects—clear agenda, inclusive communication style, and expert leadership—produced an environment conducive to problem-solving, fostering trust, and encouraging innovation. Conversely, the insignificant follow-up and dominance of certain members hindered full effectiveness, underscoring areas for future improvement.

Part III: Planning a Future Healthcare Project Meeting

The proposed meeting aims to introduce a comprehensive new health information technology project requiring cross-sector collaboration. The agenda includes:

• Introduction and project overview
• Presentation of project scope and objectives
• Discussion of each attendee’s role and expertise
• Establishment of measurable success criteria
• Assignment of preliminary action items and timelines

Invited attendees comprise IT specialists, healthcare providers, administrative staff, legal advisors, and external technology vendors. Each brings unique expertise: IT specialists ensure technical feasibility, clinicians provide insights into workflow integration, administrators oversee logistics, legal advisors address compliance, and vendors offer technical solutions. The rationale for inviting these diverse roles is to foster a holistic understanding of the project, anticipate challenges, and develop effective implementation strategies.

Measurable success will be assessed through criteria such as stakeholder engagement levels, clarity and alignment of project goals, timely completion of preliminary tasks, and participant satisfaction. These measures will be evaluated via post-meeting surveys, progress tracking, and follow-up meetings to ensure continuous refinement and accountability.

In conclusion, applying evidence-based principles from the literature to both analyze existing meetings and plan future ones enhances organizational effectiveness. By emphasizing clear communication, appropriate leadership styles, and strategic attendee selection, healthcare organizations can improve decision-making processes, promote collaboration, and ultimately deliver better patient outcomes.

References

• Baker, L., & Samuels, J. (2011). Effective Healthcare Team Communication. Journal of Healthcare Management, 56(4), 250-260.
• Hughes, R. G. (Ed.). (2008). Patient safety and quality: An evidence-based handbook for nurses. Agency for Healthcare Research and Quality.
• Matthews, A. (2009). 6 Secrets Of Effective Meetings. Retrieved from http://example.com/6secrets
• Roberts, K. H., & O’Malley, S. (2010). Leadership styles in healthcare. Journal of Healthcare Leadership, 2, 25-35.
• Schmidt, A., & Tschannen, D. (2013). Facilitating Healthcare Meetings Effectively. Healthcare Executive, 28(5), 62-65.
• Smith, J. (2012). Leading Healthcare Teams. Medical Management Journal, 19(2), 45-52.
• Thompson, P. (2014). Communication in Healthcare Settings. Nursing Administration Quarterly, 38(3), 210-218.
• Wilson, E., & Green, D. (2015). Strategies for Effective Meeting Management. Journal of Organizational Psychology, 14(1), 33-41.
• World Health Organization. (2016). Improving healthcare quality and safety. WHO Publications.
• Zhang, Y., & Johnson, L. (2017). Stakeholder Engagement in Healthcare Project Planning. Journal of Health Communication, 22(3), 218-228.

Note: The references listed are for illustrative purposes; ensure to include actual scholarly sources in your final submission.