Transcript Objectives - The Business Realist

Meeting Management and Roles
July 1998
Regardless of Your Role, You Are Judged on How You
Handle a Meeting
Time
Management?
Managerial/
Leadership
Skills?
Problem
Solving
Capabilities?
Executive
Presence?
MtgMgtRolesv1.ppt
-2-
Steps to an Effective Meeting
Plan
•
•
•
•
•
•
Establish the need
Set a clear agenda
Arrange logistics
Define roles and responsibilities
Pre-position key contributions
Identify and overcome barriers
Do
•
•
•
•
•
•
Follow the agenda
Record group thinking
Practice good meeting behaviors
Encourage participation
Identify next steps
Note benefits and concerns
Review
•
•
•
•
Evaluate effectiveness
Circulate meeting summary
Follow up on next steps
Incorporate benefits and
concerns into next meeting plan
MtgMgtRolesv1.ppt
-3-
Effective Meeting Checklist
Date: ____________________
Purpose: ____________________
Activity
1. Was an agenda sent out ahead of time?
2. Were objectives clear?
3. Were handouts and meeting aides prepared in advance and presented at the meeting?
4. Was the meeting room set up properly?
5. Did the meeting start on time?
6. Was the agenda followed?
7. Did participants understand what was expected of them during the meeting?
8. Did the meeting end on time?
9. Was there good participation in the meeting?
10. Was the meeting controlled?
11. Was the meeting summarized?
12. Were participants’ problems, concerns, and needs sought?
13. Were decisions made or action items assigned to resolve problems?
14. Were commitments asked for and made?
15. Were follow-up reporting times established?
16. Did meeting leader practice good interpersonal skills: active listening, paraphrasing,
and
MtgMgtRolesv1.ppt
Yes
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
No
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
-4-
We Participate in All Types of Meetings
Presenting
Facilitating
Lecture/Presentation
20%
80%
50%
50%
80%
20%
One-way information
sharing meetings,
briefings
Source:
Project updates,
management reviews
Staff meetings,
standing committee
meetings
Decision-oriented
meetings, problem-solving
meetings, task force
meetings, team meetings,
project team meetings,
focus groups
How to Lead Work Teams: Facilitation Skills, Fran Rees.
MtgMgtRolesv1.ppt
-5-
Meeting Roles: Client/ Team Leader
• “Owns” the meeting—sets the objectives
• Determines the participants
• Provides support, information, and resources
• Sets the tone
• Encourages creativity
• Makes decisions
MtgMgtRolesv1.ppt
-6-
Meeting Behavior: The Leader Sets the Tone
• Demand serious preparation, attention, and effort
• Set high—but reasonable, achievable expectations
• Speak in terms of “we” instead of “I”
• Make the team realize that the task is important
MtgMgtRolesv1.ppt
-7-
Meeting Roles: Resource/ Team Member
• Generates ideas and recommendations
• Adheres to the agenda
• Practices good meeting behaviors
• Completes assigned tasks
• Participates actively
MtgMgtRolesv1.ppt
-8-
Meeting Roles: Facilitator
• Guides the process
• Make it “safe” for everyone to participate
• Records group ideas and decisions
• Monitors time contract
• Brings team back on-track when needed
• Helps headline and clarify ideas
• Aids team performance
• Provides feedback
MtgMgtRolesv1.ppt
-9-
The Group Memory: Flipchart Recordings
• Helps the group focus
• Provides instant record of meeting content
• Encourages participation
• “Depersonalizes” ideas
• Increases sense of accomplishment
MtgMgtRolesv1.ppt
- 10 -