Transcript Meeting-Skils-Demo - Management Study Guide

Meeting
Skills
Course Objectives
• Explain the Importance of Effective Meetings
•
Describe the Meeting Process
•
Explain the Key Elements of Meeting
•
Explain the Key Roles in a Meeting
•
Explain What is Minutes of Meeting (MoM)
•
Describe the Decision Making Approaches in Meeting
•
List the Characteristics of a Good Facilitator
•
Explain the Role of Active Listening in Meetings
•
Explain the Various Questioning Techniques
•
Explain the Role of Body Language in Meetings
•
List the Challenges of Meetings
•
Describe Dos and Don’ts of Meeting Etiquette
Introduction
Radium Project
Mark Dawson is a
Project Manager in
Helios Inc.
He has called a
meeting of his team
members.
He wants to discuss the
progress on Radium Project, a
project of developing new
billing software.
Introduction
Radium Project
What about the
progress on XYZ
Project ?
XYZ
Project
……
The meeting
started off well.
Let’s focus on
Let’s begin!
Radium Project
for now.
Yes, XYZ
……..
Project
has ……
However, as the meeting
progressed, it was found that the
discussion deviated from the
progress of Radium Project.
XYZ ……..
Project is
……….
Mark tries his best to
bring the focus of the
meeting back on Radium
Project but to no avail.
Introduction
Radium Project
……..
……. XYZ
Project
The participants in the meeting
continued discussing other projects,
general team related concerns and
queries and other general issues.
I’ll need to reschedule
thefocus
meeting
Let’s
on again to
discuss
the progress of
Radium
Project
forRadium
now. Project.
XYZ
Project
……
The end result of the meeting was that Mark
was not able to complete the discussion about
the progress of Radium Project and decided to
schedule another meeting again for the same.
Introduction
Radium Project
Introduction
Radium Project
Conducting Effective Meetings
People do not like to waste their time; hence running efficient and successful
meetings is a key skill that every individual should learn for growing in their career.
Running an effective meeting is more than sending out a notice that your team is to
meet at a particular time and place. An effective meeting achieves the following:
Did You Know?
Research has shown that:
Following a detailed agenda and
starting on time would reduce
the time that managers spend in
meetings by 80 percent.
Most managers spend up to
10 hours a week in meetings
and 90% believe that more
than half of that time is
wasted.
49% of participants considered
unfocused meetings and projects
as the biggest workplace time
waster.
50% of meeting time is
unproductive and that up to
25% is spent discussing
irrelevant issues.
Agenda items are covered in
only 53% of the scheduled
time, with the remaining time
as unproductive.
Executives spend on an
average of 40-50% of their
working hours in meetings.
9 out of 10 people daydream
in meetings.
Meeting Progress Flow
The following diagram shows the flow of the progress of a meeting:
Opening
Concluding
Discussion
Meeting Process
Follow-up:
The third step of the meeting process is the follow-up.
This is done in sync with the action agenda that has
been prepared after the exchange of information during
the meeting. This also involves keeping track of the
roles and responsibilities that were assigned to
different people during the meeting.
Key Roles in a Meeting
Minutes of Meeting
Name of organization
Purpose of meeting
Date and time of meeting
A format of minutes of meeting is given below.
You will notice that any minutes of meeting
should include the following elements:
Name of the Chair Person
Minutes of Meeting
Name of Organization:
Name of participants
Purpose of Meeting:
Topics / agenda covered
Date/Time:
Discussion / decisions
made by the participants
Location:
Location of the meeting
Follow-up actions
committed by participants
Due dates for completion
Name of person
responsible for each action
Other comments worth
documenting for future
review or history
Chair Person:
Name of Participants:
Topic
Discussion Action
Due dates for
the completion
1.
2.
Further Notes or Comments:
Person
Responsible
Before the Meeting
The following should be done before the meeting:
Ensure all Reports &
Information are available:
Confirm that the required
person or a suitable alternate
is available to attend the
meeting and make a report.
Physical Set-up of the Meeting
All your best planning efforts can be wasted if you overlook the physical
surroundings of your meeting.
The following considerations of the physical set-up of a meeting will encourage
participation and foster success:
Let us look at each in detail.
Physical Set-up of the Meeting
At The Meeting
At the meeting, the following key points should be kept in mind for an effective
meeting:
1
Set the ground rules:
These agreements for participant behavior will make
meetings more efficient and effective. They should be
discussed by the group and revisited periodically.
Evaluating the Meeting
Some ideas for assessing your meeting are as follows:
Have the participants
complete an
anonymous survey
about the meeting
and discuss the
results.
Before the meeting
is adjourned ask,
“what went well”
and “what could be
improved.”
Appoint
someone to
monitor the
meeting process
and report on it
at the end.
Rotate the
responsibility
among the
members.
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