The key features of workplace meetings: Conceptualizing the why, how, and what of meetings at work

Given the focal role that group and team meetings play in shaping employees’ work lives (and schedules), the scarcity of conceptual and empirical attention to the topic in extant organizational psychology research is a major oversight that stalls scientific understanding of organizational behavior more broadly. With the explosion of meetings in recent years, in part due to the COVID-19 pandemic, some even wonder why organizational psychology has not already figured out meetings from both a science and practice perspective. The purpose of this paper is to synthesize the extant literature on the science of workplace meetings and sort the works by identifying the key features of the meeting phenomenon. The five key features of workplace meetings identified include Leading, Interacting, Managing Time, Engaging, and Relating. We couch these features within a larger framework of how meetings are the intersection of collaboration in organizations and indispensable to organizational success. Against this conceptual backdrop, we reviewed a total of 253 publications, noting opportunities for future research and discussing practical implications.

Plain Language Summary

Given the focal role that group and team meetings play in shaping employees’ work lives (and schedules), the scarcity of conceptual and empirical attention in extant organizational psychology research is a major oversight that stalls scientific understanding of organizational behavior more broadly. With the explosion of meetings that has occurred in recent years, in part due to the COVID-19 pandemic, some even wonder why organizational psychology has not already figured out meetings from both a science and practice perspective. The purpose of this paper is to review the literature on the science of workplace meetings by identifying the core features of the phenomenon and sorting the extant literature along these features. The five core features identified include leading, interacting, managing time, engaging, relating. We couch these features within a larger framework of how meetings are the intersection of collaboration in organizations and a major key to organizational success. Against this conceptual backdrop, we reviewed a total of 253 publications, noting opportunities for future research and discussing practical implications. We conclude our review with an overview of the special issue on workplace meetings, which is an overt attempt to launch research that will fill the theoretical and conceptual gap in the science of meetings.

A Conceptual Framework of How Meeting Mindsets Shape and Are Shaped by Leader–Follower Interactions in Meetings

In this conceptual paper, we define a person's meeting mindset as the individual belief that meetings represent opportunities to realize goals falling into one of three categories: personal, relational, and collective. We propose that in alignment with their respective meeting mindsets, managers use specific leadership claiming behaviors in team meetings and express these behaviors in alignment with the meeting setting (virtual or face-to-face) and their prior experiences with their employees. Employees’ responses, however, are also influenced by their meeting mindsets, the meeting setting, and prior experiences with their managers. The interplay between managers’ leadership claiming behavior and their employees’ responses shapes leader–follower relations. Embedded in the team context, the emerging leader–follower relations impact the meaning of meetings. We outline match/mismatch combinations of manager–employee meeting mindsets and discuss the influence that a manager and employee can have on each other's meeting mindset through their behavior in a meeting. Plain Language Summary Have you ever had the experience of entering a team meeting and quickly realizing that your idea of how the meeting conversation should be approached did not align with your boss's understanding of the meeting purpose? This is indeed a common experience in meetings between managers and their employees. While we understand much about the communication dynamics that occur in meetings, we know less about what motivates people to communicate in certain ways in meetings. In this conceptual paper, we classify people's understanding of meetings as being driven by one of three purposes: [1] to strategically position and promote themselves (which reflects a personal meeting mindset), [2] to shape collaborations and to ensure reciprocation (which reflects a relational meeting mindset), or [3] to strengthen the team identity and increase the willingness to go the extra mile for the team (which reflects a collective meeting mindset). Meeting mindsets shape how people enact their leader or follower role in meetings—that is, how a manager exhibits leadership and how employees react. However, managers’ and employees’ meeting mindsets may not necessarily match, which can trigger tensions and may ultimately change the way in which managers or employees define the meaning of meetings. Our research helps managers to comprehend the reasoning behind their own and other people's meeting behavior and may promote reflection on one's leadership approach, particularly in a team meeting context. It can also help employees to grasp the power they can have in terms of actively shaping their managers’ meeting mindsets.

Online Support Group Participation and Social Support: Incorporating Identification and Interpersonal Bonds

An increasing number of people with chronic diseases exchange social support using online support groups (OSGs). However, there is little understanding of group communication mechanisms that underpin the relationship between OSG participation and social support. Drawing on Prentice, Miller, and Lightdale’s common-identity and common-bond framework, we propose and test a theoretical model that explains group communication mechanisms through which members’ participation influences their perceived social support. In the process, we identified and empirically validated a three-factor solution for an OSG participation scale. Based on 356 users across 12 popular OSGs, we find that two group communication mechanisms—identification with the community and interpersonal bonds with other members—mediate the relationship between OSG participation and perceived social support. Specifically, identification has a stronger mediating effect than interpersonal bonds in the relationship between OSG participation and perceived social support. We also discuss theoretical and practical implications.

Exploring Member-Leader Behaviors and Interaction in an Online Support Group

Online support groups are a common way for people to receive social support. Utilizing online support sites allows members to connect with people in similar situations, without the need for geographic proximity. Many online groups rely on member-leaders, or individuals with personal experience, to lead groups. These member-leaders are often favored by members over professional leaders but often lack training in leadership. This project explored how member-leaders interact in an online support group. This article uses both interaction process analysis (IPA) and research on leader behaviors to understand how member-leaders communicate in online support groups. Results show that leaders primarily use task messages, with the majority of leader behaviors labeled as meaning attribution and use of self. Member-leaders primarily focused on perspective taking rather than discussion facilitation. An examination of the task and relational interaction profile in terms of leader behaviors is also explored.

Killer Apps: Developing Novel Applications That Enhance Team Coordination, Communication, and Effectiveness

As part of the Lorentz workshop, “Interdisciplinary Insights into Group and Team Dynamics,” held in Leiden, Netherlands, this article describes how Geeks and Groupies (computer and social scientists) may benefit from interdisciplinary collaboration toward the development of killer apps in team contexts that are meaningful and challenging for both. First, we discuss interaction processes during team meetings as a research topic for both Groupies and Geeks. Second, we highlight teamwork in health care settings as an interdisciplinary research challenge. Third, we discuss how an automated solution for optimal team design could benefit team effectiveness and feed into team-based interventions. Fourth, we discuss team collaboration in massive open online courses as a challenge for both Geeks and Groupies. We argue for the necessary integration of social and computational research insights and approaches. In the hope of inspiring future interdisciplinary collaborations, we develop criteria for evaluating killer apps—including the four proposed here—and discuss future research challenges and opportunities that potentially derive from these developments.

Communication in Organizations

This article focuses on the study of organizational communication, which is a dominant subarea of communication scholarship as recognized by the National Communication Association (NCA) and the International Communication Association (ICA). Because communication, and organizational communication as a subarea, is multiperspectival, this article first defines communication and then organizational communication. Next, the article describes the philosophical perspectives of organizational communication. The next section points to specific areas of individual-, dyadic-, group-, and organizational-level communication research in which communication and organizational psychology and organizational behavior (OPOB) share similar interests. The article concludes by describing practical implications of this area of scholarship (i.e., what can organizations and individuals do with the findings of organizational communication scholarship) and by identifying promising areas of organizational communication study.

The Task and Relational Dimensions of Online Social Support

Online support groups are attractive to individuals suffering from various types of mental and physical illness due to their accessibility, convenience, and comfort level. Individuals coping with depression, in particular, may seek social support online to avoid the stigma that accompanies face-to-face support groups. We explored how task and relational messages created social support in online depression support groups using Cutrona and Suhr's social support coding scheme and Bales's Interaction Process Analysis coding scheme. A content analysis revealed emotional support as the most common type of social support within the group, although the majority of messages were task rather than relational. Informational support consisted primarily of task messages, whereas network and esteem support were primarily relational messages. Specific types of task and relational messages were associated with different support types. Results indicate task messages dominated online depression support groups, suggesting the individuals who participate in these groups are interested in solving problems but may also experience emotional support when their uncertainty is reduced via task messages.

Facilitating Teamwork in Adolescent and Young Adult Oncology

A case of a young adult patient in the days immediately after a cancer diagnosis illustrates the critical importance of three interrelated core coordinating mechanisms-closed-loop communication, shared mental models, and mutual trust-of teamwork in an adolescent and young adult multidisciplinary oncology team. The case illustrates both the opportunities to increase team member coordination and the problems that can occur when coordination breaks down. A model for teamwork is presented, which highlights the relationships among these coordinating mechanisms and demonstrates how balance among them works to optimize team function and patient care. Implications for clinical practice and research suggested by the case are presented.

On Leading Meetings

Leading meetings represent a typically and frequently performed leadership task. This study investigated the relationship between the leadership style of supervisors and employees’ perception of meeting outcomes. Results showed that participants reported greater meeting satisfaction when their meeting leader was assessed as a considerate supervisor, with the relationship between considerate leadership style and meeting satisfaction being mediated by both relational- and task-oriented meeting procedures. The results, however, provide no support for initiating structure being associated with meeting effectiveness measures. More generally, the findings imply that leadership behavior is a crucial factor in explaining important meeting outcomes.

Understanding workplace meetings

Purpose

– The purpose of this study is to propose a taxonomy of meeting purpose. Meetings are a workplace activity that deserves increased attention from researchers and practitioners. Previous researchers attempted to develop typologies of meeting purpose with limited success. Through a comparison of classification methodologies, the authors consider a taxonomy as the appropriate classification scheme for meeting purpose. The authors then utilize the developed taxonomy to investigate the frequency with which a representative sample of working adults engaged in meetings of these varying purposes. Their proposed taxonomy provides relevant classifications for future research on meetings as well and serves as a useful tool for managers seeking to use and evaluate the effectiveness of meetings within their organizations.

Design/methodology/approach

– This study employs an inductive methodology using discourse analysis of qualitative meeting descriptions to develop a taxonomy of meeting purpose. The authors discourse analysis utilizes open-ended survey responses from a sample of working adults (n = 491).

Findings

– The authors categorical analysis of open-ended questions resulted in a 16-category taxonomy of meeting purpose. The two most prevalent meeting purpose categories in this sample were “to discuss ongoing projects” at 11.6 per cent and “to routinely discuss the state of the business” at 10.8 per cent. The two least common meeting purpose categories in this sample were “to brainstorm for ideas or solutions” at 3.3 per cent and “to discuss productivity and efficiencies” at 3.7 per cent. The taxonomy was analyzed across organizational type and employee job level to identify differences between those important organizational and employee characteristics.

Research limitations/implications

– The data suggested that meetings were institutionalized in organizations, making them useful at identifying differences between organizations as well as differences in employees in terms of scope of responsibility. Researchers and managers should consider the purposes for which they call meetings and how that manifests their overarching organizational focus, structure and goals.

Originality/value

– This is the first study to overtly attempt to categorize the various purposes for which meetings are held. Further, this study develops a taxonomy of meeting purposes that will prove useful for investigating the different types of meeting purposes in a broad range of organizational types and structures.

In their own time and space

In today’s globalized business environment, managers regularly interact with employees from different cultures. Since meetings are endemic to all business organizations, better understanding of the way meetings are conducted in diverse cross-cultural settings may increase organizational effectiveness. This study investigated business meetings in the United Arab Emirates, a country where ethnic diversity across the workforce is prevalent. The Gulf Arab region offers an eclectic mix of different cross-cultural interactions, when business meetings are being conducted. Using qualitative methods of inquiry, we collected data about meetings held in three large organizations, each with a diverse cross-cultural workforce. This study uses the conceptual framework of ‘organizational rituals’ to explore the nature of meeting behaviour. Findings suggest that behaviours in organizational meetings in the Gulf Arab states have many differences when compared with the norms of traditional ‘western-style’ meetings. Specifically, it was found that meeting times were treated rather flexibly in this cultural setting, with lateness, interruptions and a lack of time boundaries. Similarly, meeting space was fluid in this environment, with regular disruptions, open doors, and haphazard seating. Another observation is that the ethnic origin of the chairperson of the meeting determines many of the participant behaviours at these meetings. The main contribution of this research study is in identifying ritualistic behaviours that are very different to those of typical meetings held in western countries and reflect an eclectic mix of different cross-cultural interactions.

Meetings Matter

This study follows the idea that the key to understanding team meeting effectiveness lies in uncovering the microlevel interaction processes throughout the meeting. Ninety-two regular team meetings were videotaped. Interaction data were coded and evaluated with the act4teams coding scheme and INTERACT software. Team and organizational success variables were gathered via questionnaires and telephone interviews. The results support the central function of interaction processes as posited in the traditional input-process-output model. Teams that showed more functional interaction, such as problem-solving interaction and action planning, were significantly more satisfied with their meetings. Better meetings were associated with higher team productivity. Moreover, constructive meeting interaction processes were related to organizational success 2.5 years after the meeting. Dysfunctional communication, such as criticizing others or complaining, showed significant negative relationships with these outcomes. These negative effects were even more pronounced than the positive effects of functional team meeting interaction. The results suggest that team meeting processes shape both team and organizational outcomes. The critical meeting behaviors identified here provide hints for group researchers and practitioners alike who aim to improve meeting success.

Team Meeting Attitudes

Although most work teams use meetings as a tool for accomplishing their objectives, there is little research examining meeting-related variables in teams. In this article, we propose a new construct, team meeting attitudes (TMA), that involves individuals’ thoughts, feelings, and evaluations of team meetings. We constructed a scale that measures individuals’ TMA, and we report on the scale’s psychometric properties, including test-retest reliabilities, over four measurement occasions. Using a sample of engineering project design teams, intraclass correlations of repeated measurements suggested that TMA appeared to emerge over time. Moreover, our TMA scale, aggregated to the team level using the mean, had direct effects on time spent in team meetings, perceptions of team meeting effectiveness, and team potency. Mean TMA were also indirectly related to team task performance through team potency. These findings were interpreted as supportive of activity regulation and action theories because teams with high means on TMA may have members who view team meetings as conducive to goal accomplishment and not as interruptive.

Das Instrument zur Kodierung von Diskussionen (IKD)

Das Instrument zur Kodierung von Diskussionen (IKD) ist ein neues und nutzerfreundliches Verfahren, mit dem Interaktionsprozesse in Organisationen zeitökonomisch kodiert werden können. Somit wird es möglich, eine größere Anzahl von Gruppen und Kommunikationssituationen (z. B. Entscheidungssitzungen, Teambesprechungen oder Mitarbeitergespräche) Akt für Akt standardisiert zu beobachten und zu analysieren. Mit dem IKD werden zwei Arten von Kommunikationsebenen gleichzeitig untersucht: die interpersonale und die funktionale Bedeutung einer Aussage. In der vorliegenden Studie wurden zur Prüfung der Zuverlässigkeit und Validität 60 Dyaden bei einer interaktiven Aufgabe mit verteilten Rollen (Vorgesetzter, Mitarbeiter) im Rahmen eines Assessment-Centers mit dem IKD beobachtet. Es konnten hohe Beobachterübereinstimmungsergebnisse ermittelt werden (Kappawerte und unjustierte Intraklassenkorrelationen ≥ .80). Bei der Validitätsprüfung wurden Zusammenhänge der IKD-Variablen mit Persönlichkeits- und Intelligenzmerkmalen festgestellt. Ebenso konnten ein Priming sowie die Vorgesetzten- und Mitarbeiterrolle weitestgehend hypothesenkonform in den IKD-Daten nachgewiesen werden.

Perspective: examining communication as macrocognition in STS

OBJECTIVE

There are significant points of alignment between a macrocognitive frame of teamwork and a communication perspective. This commentary explores these touch points in regard to use of teams in sociotechnical systems (STS).

BACKGROUND

The macrocognitive framework emphasizes a team's shared mental models whereas a communication frame emphasizes that shared meaning among team members is more frequently implicitly than explicitly recorded in their messages. Both acknowledge that communication (in macrocognition) or messages (in communication) serve as an index of team members' goal-directed behavior. The two approaches differ in the role of communication: as information exchange in macrocognition as compared with verbal and nonverbal symbols composing messages for which senders and receivers co-construct meaning.

METHOD

This commentary uses relevant literature to explicate the communication position.

RESULTS

From a communication perspective, individuals are simultaneously sending and receiving messages, communication is continual and processual, and meaning construction is dependent on relationship awareness and development among communication partners as well as the context.

CONCLUSION

The authors posit that meaning cannot be constructed solely from messages, nor can meaning be constructed by one person. Furthermore, sharing information is not the same as communicating.

APPLICATION

Architects and users of STS should be interested in designing systems that improve team communication-a goal that is interdependent with understanding how communication fails in the use of such systems. Drilling down to the fundamental properties of communication is essential to understanding how and why meaning is created among team members (and subsequent action).