The Bridge Connection: Getting to where you want to go through People

Techniques for conducing a successful and productive conference/meeting

I. Definition of a "conference:"

"A conference is an intelligently planned informal discussion of a problem, the discussion being participated in by a number of interested, and/or experienced persons and supervised by a trained leader, with the purpose of reaching a useful conclusion or result." (M. F. Stigers)

II. Major objective of a conference:

Striving for group understanding and/or acceptance

III. Preparation:

1. Know objective

2. Acquire knowledge of subject

3. Prepare a discussion plan

4. Use visual aids when applicable

5. Check physical facilities--make sure room available and

    comfortable, materials, etc

6. Plan some key questions to bring out opinions of

    participants

7. Anticipate problems which may arise

IV.  Presentation and discussion:

A. General Conference Process:

1. Approach--Put group at ease

	Focus attention on subject to be discussed
	Define purpose of the meeting
	Make clear the extent to which the group is to make decision
	Clarify meaning of any vague terms used in statement of

                                 major objective (not more than five(5) minutes should be

                                 used for  this part of the conference)

2. Drawing  Out--Get everyone participating

                            Get various views on subject

3. Acceptance--Leader strives to bring about some sort of group

                           agreement

4. Summation--Statement of agreement reached

                          Use board or chart for this agreement

5. Association--Tie summary with original statement of purpose

                           Re-orient group in regard to their relationship with the

                           "whole"

V. Tools of the Conference Leader:

1. Questions:

a. The right question in the right place is one of the major tools of the

    conference leader.

b. Types of Questions:

     i. Overhead-directed to group, no one person in the group

    ii. Directed-To pull in non-participants

                      -To get ideas fro specialists on the subject

   iii. Relay-Question originates with group, is directed to the leader who

                   refers back to the group for answer

   iv. Reverse-Toss questions back to person asking:

                        --To get them to develop reply

                        --To get more information

2. Charts or Blackboard:

    1. Write legibly and large enough that all can read

    2. Give considerable thought to any headings used

    3. Get group acceptance before making entries

    4. Get all ideas on chart as much as possible

VI. Tips for the Conference Leader:

1.  Avoid talking to much-make every word count (leader should not use more

     than 25% of time)

2.  Keep conference under control at all times

     -quality and timing of questions are very important

3. Direct discussion but do not dominate

4. Guard against letting facial expressions or other body language

    reflect your thoughts or attitudes

5. Make opening question a thought provoking one

6. Use follow-up questions to bring out further ideas

7. Avoid calling on individual member for response except in a special case

8. Do not hurry the discussion

9. Check discussion at intervals when  seems appropriate to sum points

10. Maintain proper rapport throughout conference

 Source: Dr. Minnie C. Miles "Conference Techniques" The University of

               Alabama

Need More Information?

Contact us for more information about this and other services.