Process responsibilities within meetings

Process responsibilities can also be known as maintenance roles. These roles contribute to the overall group itself. They help to build healthy communication, enable collaboration and consensus building, and create a positive working experience.

• Gatekeeping responsibilities involve encouraging or facilitating communication from or between group members.

  "I think we need to hear what Mark has to say on this subject."

  "Let's give Nancy the opportunity to weigh in."

• Focusing responsibilities define the position of the group in relationship to its task by pointing to departures or raising questions about the direction the group is taking; keeping the group on time and on track.

  "Our goal is to select a software vendor."

  "How does this relate to the group's assignment?"

• Paraphrasing is defined as restating in different words what someone else has said to ensure accurate communication.

  "Just to confirm, we're going to recommend that the implementation date is changed to accommodate holiday vacation schedules."

  "Basically, the IT department is saying that we need a larger server to adequately accommodate the extra users."

  Note

  Tip

  About paraphrasing

  We defined paraphrasing above as the restating of different words to ensure accuracy. It's very different from what is known as "parroting." That's when someone repeats back the exact same words. When someone "parrots" a reply, it could be a sign that they are struggling to understand. Not always, but it will be important to confirm their understanding another way.

  It's not necessary to call them out during the meeting with "Are you sure you comprehend?". A person might feel embarrassed and just say yes to end the questioning.

  One way to reconfirm understanding is to do the restating yourself at a moment when you're recapping the meeting. For example, "Just to confirm, Justin is going to restate the deliverable here." If Justin has questions or needs additional clarification, the opportunity has been raised to address those issues.

• Summarizing is reviewing the progress of the group from time to time by identifying what the major topics of discussion have been or by describing the major positions that have emerged to that point.

  "So, we've decided to hold our strategic planning meeting on the first week of October."

  "Thanks for the report. Our key takeaway is that sales are projected to be down for the second quarter."

Often we place the responsibility for filling all these functions on a single individual—the leader of the group. In most groups, though, so many things are going on at one time that one person cannot possibly perform all of these functions. Group leaders should consider sharing these roles and responsibilities within the group. When the work can be distributed more evenly, the likelihood of achieving the group's objectives in both the task and process functions will be significantly enhanced.

In addition, when you give everyone in the meeting a responsibility, it makes them accountable. Tina Samuels writes on Liz Strauss' Successful (and Outstanding) Blog that meetings are often unproductive because people don't respect time.

"Start the meeting on time so latecomers will find ways to catch up on their own. People will soon shape up and arrive on time because latecomers are embarrassed walking in when others are embroiled in deep discussions. This will save time for the whole group and the meeting will achieve its purpose."