Group Dynamics and Interpersonal Conflict, Case Study Example

Introduction

As the old adage goes, “failure to plan is plan to fail.” Many logistics that should be considered in preparation for a facilitated meeting, for example, location, timing, and material (Stearns, 2010). As a meeting facilitator, it is mandatory to be aware of the five critical steps involved in planning for a meeting. The five steps are crucial since provide information to generate a clear understanding of the action to be accomplished, how and why. The five steps, 5Ps are purpose, product, participants, probable issues, and process (Wilkinson, 2012). This study encompasses the first four steps to stage for a productive fund-raising meeting. The committee selected aims at raising $20,000 to feed the less fortunate.

Purpose

The entire committee is expected to reflect on the goal of the meeting (Stearns, 2010). In this case, study, the food bank directors have selected a new committee to develop accurate option to raise $20,000 to feed the less fortunate in the society. The committee is expected to formulate realistic approaches that would be adopted by the bank’s supporters. To ensure that the goal of the meeting is communicated effectively, Bob Smith will be responsible for communicating the purpose of the meeting to bank directors, employees, and to some of the supports who maintain direct contact. His energetic and socializing capacities will critical in urging all members to attend as well as searching for new donors. Additionally, Carlos Soares music abilities can be harnessed to create awareness of the meeting in open-door meetings as well as through media houses. As a result, meeting attendance will rise, which in turn, increase on the amount contributed.

Product

The desired outcome of this meeting is to come up with key strategies and advanced implementation timelines with responsibilities and roles. The desired outcome will only be achieved through creating open communication with all departments of the food bank as well as with the supporters (Stearns, 2010). One of the most important steps at this stage will be to create request and cross-collaborations for early participation. The four week will be crucial in preparing the product for the meeting. To help achieve the product, Mikako Sato knowledge will be effective in determining the financial implications of the planning stage. A lot of movements and transits will be involved in relaying the purpose of the meeting. Mikako will aid in determining the best means of relaying information to the highest number of people at the minimum cost.

Participants

There is a common saying that can be translated as if an individual is not participating in an event, the decisions made may have negative implications on him (Bedi, 2009). As a facilitator, the most important role is to consider all individuals who will be affected by the meeting. The most important stakeholders are the management team and the supporters. To make this process effective Jane McManus will be given the responsibility of informing all stakeholders of the progress of the preparation process. She is an ideal selection for this role because she has good ties with other local businesses, she is dedicated, smart, and opinion. Most of the stakeholders understand the value of time, and, as a result, she is the perfect choice for the post. In addition, Carlos Soares music skills are also handy at this stage when conveying information through media and concerts. His passion for arts would draw large crowds from the public.

Probable issues

After determining the purpose, participants, and product, the proceeding step is identification of probable issues that may affect the success preparation process (Wilkinson, 2012). The importance of this step is to ensure that there is strategic planning from all team members to ensure that all necessary information is obtained (Bedi, 2009). As a result, proper adjustments can be made before the actual session to ensure that the purpose is achieved. This is a collective responsibility for all committee members. Bob Smith and Carlos Soares should any issue that relate to communication to ensure that all stakeholders are aware of the meeting in time. Carlos and Jane McManus should also report on any issue relating to participants. Issues such as probable later arrivals should be considered to ensure adequate plans for the participating team. Above all, Mikako Sato should highlight any issue relating to budget of the meeting. Advertisements, transport, and setting up of the venue may have huge financial implications that should be reported early in the planning stages.

Conclusion

The success of the first four steps will determine the process to be adopted by the committee. At this stage, all stakeholders will be equipped with information on goal of the meeting, its expected outcome, the participating team or teams, and the probable challenges that may be encountered during the actual meeting. All the steps emphasize on increasing the numbers of supported in order to increase the cumulative donations. In addition, the facilitator and other committee members would be capacitated to analyze the first four steps to cope up with ideal steps. Such steps in will set a perfect stage for a productive all-inclusive meeting.

References

Bedi, K. (2009). Leadership & Governance: As I See. New Delhi: Sterling Publishers (P) Limited.

Stearns, P. (2010). The 5 P’s: The Public, the Press, the Parties, the Parliament, the Premier. Oxford: Oxford University Press.

Wilkinson, M. (2012). The Secret of Facilitation: The Smart Guide of Getting Results with Groups. New Jersey: John Wiley & Sons.