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Teaming Up to Make Effective Decisions um Wilde pleat ’1 * Establishing the purpose and agenda of a meeting Is often easy compared to making decisions as a group. There will be dectsions to make at every meeting you attend. These are the steps in group deci- sionimaking: Define the Problem In some discussions. there may be more than one problem to solve. Issues must be clearly defined and separated. Ask lor Alternatives Members will offer suggestions. All suggestions should be accepted without criticism by the group. Explore the Pros and Cons As a group. explore the pros and cons of each idea. What are the advantages and disadvantages of each alternative. Choose an Alternative Choose an alternative based on what you have learned after exploring the ad- vantages and disadvantages of each. Choosing a solution can be done by volâ€" ing. either secret or public ballot. It can also be done by consensus. The chosen 10 Home 8. Country, Summer I999 solution might be modified to satisfy all members. It doesn't matter how the deci- sion is reached. It does matter that every member in the group has had the oppor- tunity to participate in making the decision. If everyone doesn’t have input into the decision, implementing the solu- tion is difficult. Evaluate the Outcome This is usually done once an action has been implemented. Itcan be done through a discussion or through a report by one member. The ability to make and implement de- cisions during a meeting results in a productive group. and members who are motivated to carry on. Group Discussions Methods 7 Wellananaged group discus- sions allow members to have input. and feel part of a decision. The key to productive meetings is involving peo- ple. Try out some of these techniques. One-liners - The chair of a large group might say: “You've been listening for the last half hour, and I appreciate your patience. Before going on. let's find out what is on your minds. Let‘s have comments from anyone who wants to speak. but limit yourself to one sen- tence." The one-liner technique provides members ofthe group with a chance to find out what everyone else is thinkA ing. Members get a number of abbreviated opinions instead ofone or two long speeches. The onesentence limit may seem like an imposition, but once the pattern is set, each person will make a point of being clear and con- cise. A Sanity Afterashortdiscussion. ask for a quick show of hands to determine group support for the proposed ideas. to decide what to do next. and so on. Even this minimal level of participa- tion gives people opportunity to express an opinion. Buzz Groups - Buzz groups are sub- groups. They break the ice. generate ideas. and enable everyone to partici- pate. In a buzz group session. about four to eight people talk for a short time on an assigned topic. A person should be assigned as recorder to make lists of the group's quick conclusions. The buzz groups then return to the main group with their ideas. Buzz groups can convene and reconvene. report and report again many times. In this way. the intensity of the small group alternates with the diversity of the large group, Brainstorming - Brainstorming is a procedure for generating many sponta- neous and diverse ideas in a short period of time. To ensure success in a brainstorming session, follow these ground rules: I Don't criticize while brainstorming. I The wilder the ideas. the better. Even offbeat. impractical suggestions may trigger practicai ideas to other mem- hers, I Quantity counts. The more ideas. the greater chance for a really good idea. I Build on the ideas of others. Pool your creativity. Feel free to improve on a previous idea or to combine several ideas. I Choose a person to record all ideas on a flipchart or blackboard briefly and accurately for everyone to see. Following brainstorming. the idea list must be carefully screened. Clarified tion of some unclear ideas may be needed. Encourage group members to review their list and to state four orfive priority items. If several groups have brainstormed. arrange for them to re4 view all the lists and mark ideas they lind constructive. Look for something sound in even the most unique ideas. A leader cannot achieve success alone. The old notion that a leader is “the top of the pyramid" is false. An effective leader is involved and in touch with group mem- bers. They enable all group members to feel a part of the process and a part of the team. Extracted from an Ontario Ministry of Agriculture, Food and RuralAffa/rs Facrsheet No. 057.