Hello, we are SMART5 !
Introduction
We are all coming from MAOSCM. We choose this name because we believe SMART is a useful tool in high performance collaboration. The meaning of SMART is coming from our core subject of project management. It includes Specific, Measurable, Achievable, Realistic and Time-related. 5 means we have 5 members in this group and each of team member represents one of the key components in SMART.
Let's introduce our group members.
Name
Student ID |
Individual Introduction
|
Joyce Ngan (left top)
52159589 |
As a Logistics Supervisor, I have to deal with many parties, from internal department to external supplier and factories. So the skill of communication with different people is very important to me and of course I hope I can learn more communication skill from this course.
|
Dennis Wong (right top)
52118626 |
Supply Chain Analyst in multinational semiconductor company. Need to work with APAC & EMEA partners to fix and monitor supply chain operation issue.
|
Iris Choi (left bottom)
52144214 | |
Cathy Chui (middle)
52044412 |
Working at the HK Government as a supplies supervisor, who is responsible for purchasing office supplies to fulfill internal operations and demand.
|
Cyndi Sin (right bottom)
95063278 |
Sales Operations Manager in an ICT service provider, has to work with various departments and ensure a smooth, feasible and practical operation processes in supporting sales force.
|
Our Logo
The Logo has 5 colors which represent individual of us. The wording "5" contains the five colors which represent us!
Our Goal
Our goal is to learn how to apply collaboration into our daily life in achieving the same objective when diverse opinions and conflict incurred, especially at work level!
Topic - Exciting Us The Most
In every single day, we are facing various types of people, and interact with each other, collaboration would be an art in how we can well integrated, interacted and behaved amongst us. With high capability in adopting collaboration, our lives would go easier……
Additional Topics We Want to Learn
What types of communications skill should we use in the meeting to make collaboration when the meeting has many types of personality group member? This is an additional topic we would like to learn in this class.
Our Myth
“Meeting is a Good Platform for Collaborations!” Is It Always True?
EXTENSION
Definition
Definition
Formal or informal deliberative assembly of individuals called to debate certain issues and problems, and to take decisions. Formal meetings are held at definite times, at a definite place, and usually for a definite duration to follow an agreed upon agenda.
Format:
Since meeting can be in various formats, such as meeting face by face, through video conferencing, tel-conferencing, in large group across various departments, or just a few people from the same team, whatever the format is...... meeting is a platform for people to meet each other in achieving the same goals or targets.
Ususally, meetings are combining at least the following four dimensions. (Pallotta, Niekrasz & Purver, 2005)
Ususally, meetings are combining at least the following four dimensions. (Pallotta, Niekrasz & Purver, 2005)
1. The setup of the meeting
2. The content of the meeting: Topics
3. The dynamics of the meeting: Discussion
4. The outcomes of the meeting: Decision
2. The content of the meeting: Topics
3. The dynamics of the meeting: Discussion
4. The outcomes of the meeting: Decision
Pros:
- Direct communication
Meeting benefit for emotional expression found in face to face conversations. It is helps for define the importance of the issue to particular parties.
- Improve immediate response
Meeting involve relevant parties, immediate feedback can be easily reach. Decision can be more easily make in a short period of time.
- Avoid mis-interpretation by using written communication format
Comparing with email, the length of content will be shorter. Meeting can deliver the message to the receiver more precise and accurate. Some of the time, the recipient may forget to respond to one or more arguments in the reply.
- Monitor team operation status by routine meeting
By routine meeting, manager can easy to understand the process from staffs regularly.
Cons:
- Time consuming
When meeting involve various departments or too many participants, it incur conflict of interest while each department or participants have their own perspectives and position. Extra time is needed for compromise.
- High operating cost
According to a research paper, “Meeting Analysis: Findings from Research and Practice”, (Romano and Nunamaker, 2001) in average of 8.4 hours per week was spent in meetings. It occupied huge resource from management team which implied huge staff cost was spent for meeting.
- Incur Direct confrontation
If any participant with less emotional control ability, they insist their point of view may easily incur direct confrontation to others.
Conclusion and Recommendation
Meeting involves facilitator and participants. For example, facilitator can be leader or one of the participants. They have to perform their leadership skills for improving team building and open communications. "Leadership is to engage the right people, at the right times, and the right degree in creative work" (Amabile & Khaire, 2008). Leaders also have to control the agenda, rhythm and the length of entire meeting. Critical thinking, 6 thinking hats and literal thinking can be applied for improve meeting efficient.
Participant should be well prepared before the meeting. They have also need to raise constructive opinions in their spectrum.
Furthermore, effective communication for both meeting facilitator and participant are important. The main qualities are correctness, clarity, conciseness and courtesy (Rai, 2009). So, the meeting will be easier in time-control and avoid deviation of the meeting progress.
Furthermore, effective communication for both meeting facilitator and participant are important. The main qualities are correctness, clarity, conciseness and courtesy (Rai, 2009). So, the meeting will be easier in time-control and avoid deviation of the meeting progress.
However, will this platform would be a good one for collaborations! It would be at the practical level instead of conceptual level...... to test whether the concept or theory is true or not have to go through series of practical experimental exercises.
Let's see discuss and explore whether our myth is always true or not!!!
Let's see discuss and explore whether our myth is always true or not!!!
Reference
Amabile, A.T., Schatzel, E.A., Moneta, G.B., and Kramer, S.J. (2006), Leader behaviors and the work environment for creativity: Perceived leader support, Harvard Business Review, The Leadership Quarterly, 15 (2004) pp.5-32
Amabile, A.T., and Khaire, M (2008), Creativity and the Role of the Leader, Harvard Business Review, 86(10) pp.100-109
Ferguson Publishing (2009), Team Goal Setting and Negotiating, In Ferguson Publishing. Teamwork skills, 2009 pp. 113-134
Rai, S.M. Rai (2009), Effective communication, Himalaya Pub. House, 2009
Rai, S.M. Rai (2009), Effective communication, Himalaya Pub. House, 2009
Romano, N.C.(2001), Meeting analysis: findings from research and practice Tulsa Univ., OK, USA, 3-6 Jan. 2001, pp.1-13
Vivacqua A.S., Marques L.C., Ferreira M.S. and Souza J. M.,(2008) Information Needs for Meeting Facilitation, LNCS 5411, 2008, pp.57-64
Vincenzo Pallotta, John Niekrasz and Matthew Purver (2005) Collaborative and Argumentative Models of Meeting Discussion, DARPA-funded CALO1 project and the Swiss National research project.
Vincenzo Pallotta, John Niekrasz and Matthew Purver (2005) Collaborative and Argumentative Models of Meeting Discussion, DARPA-funded CALO1 project and the Swiss National research project.
Response to the comments:-
Replied to Nassri Khalid, we agreed that meeting as a collaborative platform to facilitate and monitor the working progress and final outcome. On the contrary, too much meetings will create burden and workload to the participants, may incur adverse impact.
Replied to YuenMelanie, high level and senior management meeting can't be avoided. For national level, meeting for political leaders is to show the direction and friendship between countries. From the B2B point of view, meeting would help to build the partnership relations between organizations.
Further, political and public interest related meeting like Government committee or advisory boards must be conducted as those are formal meetings which require a formal documentation for record process.
