Topic 1.12.3 Solving Problems in Meetings
SOLVING PROBLEMS IN MEETINGS
1.Warm up
- What are some common problems you’ve encountered during meetings, and how did you resolve them?
- How do you ensure that everyone contributes ideas and solutions when faced with a challenge in a meeting?
- When problems arise in a meeting, what strategies do you use to stay focused on finding solutions instead of dwelling on the issue?
2.Direct or Indirect
It is common to classify communication styles as direct or indirect. A person’s communication style may depend on their culture. In pairs, read the text and discuss the questions.
| In direct cultures, people often focus on facts, and give clear opinions. They want to communicate with honesty and will argue strongly for their ideas, and against the ideas of others. | In indirect cultures, the focus is more on feelings. People do not like to argue against other people’s ideas, and may say they agree to show respect for the other person. They also try to avoid making things difficult for others. |
- Think of one potential advantage and disadvantage of communicating directly, and one potential advantage and disadvantage of communicating indirectly.
- How would you classify the communication style of your own national culture? Do you like this style? Why?
3A. Video
[4.3.1] Watch as Matt prepares for a progress meeting with Kenji about the Japan side of the project.
https://www.youtube.com/watch?v=AyxuSJXpPdQ&list=PLxopYZcwJGxFVLpBu2GGgGPzTMhqylAcg&index=18
- In general, how happy is Matt with the progress of the Japanese side of the project? Why?
- Note down the challenges Kenji has in managing the Japanese side of the project.
- What advice does Matt get from Jack, his colleague, on how to handle Kenji?
- Why is Matt unsure about following this advice?
3B. Do you agree that project leaders need to push people hard to make projects work? Why / Why not?
4A. In groups, discuss which is the best communication style (option A or B) for Matt to manage his meeting with Kenji. Give reasons for your answers. As a class, decide which video to watch first.
Option A
Matt takes Jack’s advice to communicate directly with Kenji and confront him about the problems with his side of the project. He demands that Kenji delivers on time and imposes a way forward.
Option B
Matt follows his instincts to be supportive and communicate indirectly with Kenji. He asks questions to clarify the reasons for project delay and involves Kenji in deciding a way to get his side of the project back on track.
4B. Watch the videos in the sequence the class has decided and answer the same questions for each video.
- How many weeks has the project now been delayed, according to Matt?
- How does Kenji respond to Matt when he raises the problem? What is Matt’s reaction to this explanation?
- What is the solution which is agreed? Who suggests it?
- Overall, how successful is Matt’s communication style? Why?
Option A [4.3.2]
https://www.youtube.com/watch?v=GZ7HHYsE2_0&list=PLxopYZcwJGxFVLpBu2GGgGPzTMhqylAcg&index=19
Option B [4.3.3]
https://www.youtube.com/watch?v=2YiUaWedqiE&list=PLxopYZcwJGxFVLpBu2GGgGPzTMhqylAcg&index=20
5.In pairs, discuss the questions and agree what you can learn from Matt’s experiences.
- What did Matt do to communicate in a direct way, and in an indirect way, with Kenji?
- What happened as a result?
- Which style – direct or indirect – is the more effective way to communicate in such situations? Why?
6.Watch the Conclusions section of the video and compare what is said with your answers in Exercise 5.
Note down three main learning points. How far do you agree with these points? Why?
https://www.youtube.com/watch?v=VX3CGkgP3o0&list=PLxopYZcwJGxFVLpBu2GGgGPzTMhqylAcg&index=21
7.Think about the following questions. Then discuss your answers with a partner.
- Which communication style, direct or indirect, do you prefer to use? Why?
- What are one advantage and one possible disadvantage of your own personal style?
8.Communication skills: Solving problems Offering and asking for help
Look at these extracts from the video. Which phrases are a) offering help, and b) responding to an offer of help?
9A. Decide if these phrases are a) offering help, b) responding to an offer of help, or c) asking for help.
9B. Which two offers in Exercise 9A sound informal?
10A. How could you offer help or support to the people in these situations? Use phrases from Exercises 8 and 9A to offer help.
- This new printer looks complicated.
- Is it just me or is it hot in the office today?
- Where did I leave my notes from the meeting?
- I’ve got so much work today; I’ll have to skip lunch.
10B. Work in pairs. Read your offers of help to each other and respond to the offers.
11.Pronunciation
/i:/, /ɪ/, /eɪ/ and /aɪ/
11A. These vowel sounds can be spelled in various ways. For example:
/i:/ meet, key
/ɪ/ decision, manage
/eɪ/ grey, eight
/aɪ/ side, try
11B. Work in pairs.
advice briefed business change colleague day idea limited opinion people raise style
11C. [P4.01] Listen and check. Then listen again and repeat.
11D. Work in pairs. Take turns to point to words in Exercise 11B, and say sentences containing the words.
12.Role plays
Scenario 1: Solving a Work Problem
Situation: Employee 1 has been assigned to work on a project but encounters a problem (e.g., a technical issue, a client complaint, a scheduling conflict). Employee 2 is experienced in the area and offers advice on how to solve the problem.
Task for Employee 1: Describe the problem clearly and ask for help. Try to identify the root cause and possible solutions.
Task for Employee 2: Offer suggestions or solutions, using phrases like:
- “Have you tried…?”
- “I recommend…”
- “In my experience, it works best if…”
Example:
- Employee 1: “I’ve been trying to schedule this meeting with the client, but there’s a conflict with their calendar. I’ve tried sending several options, but they keep rejecting them.”
- Employee 2: “Ah, I see. Have you tried using a scheduling tool like Calendly? It might help avoid the back-and-forth emails.”
Scenario 2: Asking for Help in a Study Situation
Situation:
Student 1 is struggling to understand a difficult topic in their studies (e.g., a complicated concept in business or law) and asks Student 2 for help.
Task for Student 1: Explain the topic you’re struggling with and ask for specific help, like:
- “Could you explain this concept to me?”
- “I’m having trouble with this part—can you clarify?”
Task for Student 2: Offer an explanation or suggest resources to help, using expressions like:
- “I think the key point here is…”
- “Let me explain it in a simpler way…”
- “Maybe you could try reading this article; it might help clarify things.”
Example:
- Student 1: “I don’t understand this concept about ‘liabilities’ in accounting. Could you help explain it to me?”
- Student 2: “Of course! Think of liabilities as debts or obligations. They’re what the company owes to others, like loans or unpaid bills.”
13.Discussion Questions
Solving Problems
- Can you describe a time when you solved a difficult problem at work or in your studies? What steps did you take?
- In your opinion, what are the most important qualities of a good problem-solver?
- Do you prefer solving problems alone or as part of a team? Why?
- What’s more important: finding a fast solution or finding the best long-term solution?
- Have you ever solved a problem in a creative or unexpected way? Tell us about it.
Offering and Asking for Help
- How comfortable are you asking for help when you’re struggling with something?
- In your culture or workplace, is it common to offer help to others? Why or why not?
- What’s the best way to offer help without offending someone?
- Have you ever offered help and regretted it later? What happened?
- Can asking for help be a sign of strength? Why or why not?