Transcript CONDUCTING AN EFFECTIVE MEETING

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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
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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
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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!
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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
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actions and discussions that took place are fresh in the writer’s
mind
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committee members may rely on receipt of minutes before they
implement promised actions
 Communication
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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!