CONDUCTING AN EFFECTIVE MEETING
Download
Report
Transcript CONDUCTING AN EFFECTIVE MEETING
Characteristics of effective meetings
Goals of the meeting
Chair
Agenda and meeting minutes
Format
Place, atmosphere, room set up
Time
People and group dynamics
Tools for running the effective meeting
Analysis and Follow up
To do checklist: before, during &after the meeting
Why do I need this
knowledge?
Every day
83 million
people
attend
11.5 million
meetings
Updates: If the flow of information is one way, send an
email instead.
Getting slackers on track: Berating or embarrassing
people in front of their peers doesn't improve motivation,
and it wastes everyone else's time. Have a one-on-one
conversation instead.
Getting everyone on your page: If there's disagreement
about a project, approach team members individually and
find out what they need to move forward. In a group
setting, they might gang up on you.
Whipping up enthusiasm: Motivation is a daily
management challenge, not a one-time fix. If your team is
losing steam, find out why in private conversations and
address each person's issues separately.
83% -- Drifting off the subject
77% -- Poor preparation
74% -- Questionable effectiveness
68% -- Lack of listening
62% -- Verbosity of participants
60% -- Length
51% -- Lack of participation
88% -- allow all attendees to participate
66% -- define a meeting’s purpose
62% -- address each item on the agenda
59% -- assign follow up action
47% -- record discussion
46% -- invite only essential personnel
36% -- write an agenda w/time frames
Define the purpose of the meeting and the outcomes
Choose the appropriate format and atmosphere to meet the
goal
Define who is going to be the Chair & the Minutes keeper
Do the Timing in advance – first things first!!!
Determine who should be there - people
Develop an agenda
Distribute the agenda prior to the meeting
Inform participants of any necessary preparation
Reserve a room, appropriate equipment
Decide on appropriate set up
Change presentation style
Change standard meeting
location
Establish a “parking lot”
Make meetings playful
Start meeting with an
icebreaker
Hold a stand up meeting
Meeting date, time, location
General information - with short
explanation to those specific points
Agenda/minutes approvals what will
be discussed and decided
Information needed and who is
responsible for
Agenda items with background/goals
Summary/ Assignments
Timing (importance, not urgency)
Order (logical sequences)
Prepares chairman
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational tool
Provide electronic copy of agenda to Chair
Ensure copies are available at the meeting
Is the room set properly
Audio visual
Number of seats
Open and close the
meeting
Clarify the goals/contract
with the team about the
expected outcome and
process
Recognize attendees who
wish to speak
Remain neutral
Summarize discussion and
future action
Maintain order and keep
timing
Speak your mind freely.
Don't fight over the ownership of ideas.
Listen thoughtfully and critically to others.
Don't monopolise the discussion
Don't let the discussion go away from you
Take part in friendly disagreement.
Come to meetings with questions in mind.
Strike while the idea is hot.
Be action-minded:
Try to develop in yourself the art of listening
Communication: Group dynamics
Tools for running the effective meeting
Start on time
Review the agenda/obtain agreement on the
meetings objectives and goals, revise agenda if
necessary
Volunteer or assign minutes taker (if appropriate)
Summarize, assign and agree on responsibilities
and establish target dates for completion
End on time
HAVE SOME FUN!!
Listen, but do not debate
Talk privately with members who continually
exhibit disruptive behaviors
Turn negative behaviors into
positive contributions
Encourage the group to share the responsibility for
handling difficult members
Don’t take it personally
Try different strategies, small groups/pairs
Coming in late
Reward and thank those
Argumentative
Keep temper in check and
Side Conversation
Avoid sarcasm. Restate last
who were there on time.
model for group. Find
some merit in points made.
Speak in private.
comment made. Explain to
group the need to hear
information.
Losing Focus
Griper
Won’t Talk
Implement “parking lot”
for divergent ideas. Restate
purpose of discussion.
Point out what can and
can’t be changed. Ask
group for ideas on how to
best operate.
Examine what motivates
them. Ask for their
opinion.
Good eye contact- Indicates your interest in what people
are saying
Body positioning- Expresses your attitude and energy
-Too casual may indicate lack of commitment
-Folded arms and closed body positioning may leave impression
that you are inflexible
Facial expressions- Can say more than words. Watch
how you affirm or react to comments that are made
Silence- Allow for it!
To call attention to a point that has not been considered:
To question the strength of an argument:
To get back to causes
To question the source of information or arguments:
To suggest that no new information is being added:
To call attention to the difficulty or complexity of the problem:
To register steps of agreement (or disagreement):
To bring the generalising speaker down to earth:
To handle the impatient, cure-all member: "
To suggest that personalities be avoided:
To suggest that some are talking too much:
To suggest the value of compromise:
To suggest that the group may be prejudiced:
To draw the timid, but informed member into the discussion
To handle a question, the leader can't answer:
To encourage a speaker to address the whole group, not just the leader:
To cut off a speaker who is too long-winded: "
To take the play away from a verbose member: "
To help the member who has difficulty expressing himself:
To encourage further questions by friendly comment
To break up a heated argument:
State conclusions reached
Summarize assignments
Give staff manager next meeting
requirements
Analysis of the meeting
Meeting minutes
actions and discussions that took place are fresh in the writer’s
mind
committee members may rely on receipt of minutes before they
implement promised actions
Communication
•
send electronic version of minutes to the staff manager
Follow up on agreed points
Follow the format of the meeting agenda and include:
The title, date/location of meeting, and time
called to order
an accurate summary of the decisions and
conclusions reached
the assignments that were made
the follow-up action required
time of adjournment and notice of the next
meeting date, time and location
Thank you for your
time and attention
Do GREAT things!