Scribd Logo
Upload

Welcome to Scribd!

  • 184 views

    Conducting Effective Meetings

    Uploaded by

    director
    This document discusses improving meeting effectiveness. It notes that 83 million people attend 11.5 million meetings daily. Before scheduling a meeting, one should consider if a meeting is the most effective way to communicate or if an email would suffice. Effective meetings have a clearly defined agenda and purpose, address each agenda item, assign action items, and record discussions. Ineffective meetings drift from the subject, lack preparation and participation, and drag on too long. Tips for more effective meetings include starting on time, sticking to the agenda, assigning minutes, and summarizing responsibilities and deadlines at the end.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Conducting Effective Meetings

    Uploaded by

    director
    184 views17 pages
    This document discusses improving meeting effectiveness. It notes that 83 million people attend 11.5 million meetings daily. Before scheduling a meeting, one should consider if a meeting is the most effective way to communicate or if an email would suffice. Effective meetings have a clearly defined agenda and purpose, address each agenda item, assign action items, and record discussions. Ineffective meetings drift from the subject, lack preparation and participation, and drag on too long. Tips for more effective meetings include starting on time, sticking to the agenda, assigning minutes, and summarizing responsibilities and deadlines at the end.

    Original Description:

    meetings conducting procedures in offces and corpoartes effective way

    Copyright

    © © All Rights Reserved

    Available Formats

    PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    This document discusses improving meeting effectiveness. It notes that 83 million people attend 11.5 million meetings daily. Before scheduling a meeting, one should consider if a meeting is the most effective way to communicate or if an email would suffice. Effective meetings have a clearly defined agenda and purpose, address each agenda item, assign action items, and record discussions. Ineffective meetings drift from the subject, lack preparation and participation, and drag on too long. Tips for more effective meetings include starting on time, sticking to the agenda, assigning minutes, and summarizing responsibilities and deadlines at the end.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    184 views17 pages

    Conducting Effective Meetings

    Uploaded by

    director
    This document discusses improving meeting effectiveness. It notes that 83 million people attend 11.5 million meetings daily. Before scheduling a meeting, one should consider if a meeting is the most effective way to communicate or if an email would suffice. Effective meetings have a clearly defined agenda and purpose, address each agenda item, assign action items, and record discussions. Ineffective meetings drift from the subject, lack preparation and participation, and drag on too long. Tips for more effective meetings include starting on time, sticking to the agenda, assigning minutes, and summarizing responsibilities and deadlines at the end.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 17

    Every day

    83million
    people attend
    11.5million
    meetings
    Is a meeting necessary?
    • A meeting is not always the most effective
    way to communicate. Before planning,
    scheduling, or accepting an invitation to a
    meeting, ask these questions:
    – Why are we calling people together?
    – Is a meeting the most effective/efficient means?
    – Would a memo/email/call suffice?
    – Is there a need/desire for group interaction?
    – What would happen if we didn’t meet?
    Preliminary Thoughts
    Who likes a meeting…
    • Without a clearly defined agenda
    • That seems to drag-on forever
    • That rambles from topic-to-topic
    • That ends without any apparent result?

    These types of meetings are


    • Frustrating
    • A waste of one of the most valuable resources of any
    organization – time.
    Effective Meetings Characterized by
    ‡
    What people are looking for in effective meetings :
     88% – participation
     66% – well defined meeting purpose
     62% – address each item on the agenda
     59% – assign follow-up action
     47% – record discussion
     46% – invite essential personnel
     36% – publish an agenda

    ‡
    Ineffective Meetings Characterized
    by
     83% – drift from the subject
     77% – poor preparation
     74% – questionable effectiveness
     68% – lack of listening
     62% – verbose participants
     60% – length
     51% – lack of participation

    .
    MEETING TIPS
    • Take meetings seriously and do real work
    • Don’t let people digress from the topic
    • Outline tasks and assign deadline so members know
    how to follow-up
    • Consider using technology to allow individuals to
    anonymously express opinions
    • Make sure you have the information you need for
    decision making before the meeting starts
    • Keep good records on what works and
    doesn’t work and include these in minutes
    Meeting purpose
    • Good reasons for meetings include:
    – To share information
    – To receive information/opinions
    – To solve problems
    – To make decisions
    – To accomplish tasks

    Think of the last meeting you attended. What


    was it’s purpose? For example, the purpose of a
    weekly status meeting is to give information.
    Types of Meetings
    • Formal or Informal
    – With agenda, rules of procedure, minutes or
    – Casual and relaxed - structure but nothing written
    • Planning
    – To prepare or evaluate a plan
    – To seek information
    • Reporting
    – Progress to date
    – Providing information or status reporting
    •Administrative
    – Regular Staff Meetings
    – Monthly Executive Committee Meetings
    • Decision Making
    • Brainstorming
    • Combinations
    PREPARATION FOR A MEETING
    •Define the purpose of the meeting.
    •Consider an Ice Breaker
    • Identify the participants.
    – Every invitee should be identified
    • Prepare an agenda in advance of the meeting.
    – Communicate the intent of each agenda item using
    labels such as (A) Action,
    (I) Information, (V) Vote.
    – Identify estimate of time allocated to the agenda item.
    •Assign responsibilities for agenda items and communicate to
    those responsible.
    •Publish the agenda and identify background information to be
    reviewed.
    •Plan for breaks – lunch, coffee, etc.
    Conducting Effective Meetings
    A Meeting is effective when it
    achieves its objectives in a minimum
    amount of time to the satisfaction of
    the participants
    CONDUCTING MEETINGS
    • Start on time
    • Review and stick to the agenda
    • Volunteer or assign minutes taker (if appropriate)
    • Assign and agree on responsibilities and establish
    target dates for completion
    • Summarize
    • End on time
    • Send out minutes or notes
    • HAVE SOME FUN!!
    NON-VERBAL LISTENING SKILLS
    for Meeting Facilitator/ Leader
    • 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!
    DEALING WITH DIFFICULT
    PARTICIPANTS
    • 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
    Dealing with difficult
    Participants
    • Coming in late • Reward and thank those
    who were there on time.

    • Argumentative • Keep temper in check and


    model for group. Find
    some merit in points
    made. Speak in private.

    • Side Conversation • Avoid sarcasm. Restate


    last comment made.
    Explain to group the need
    to hear information.
    Final Thoughts
    •Praise! Praise! Praise!
    • Praise people twice as much as you criticize.
    • Never let any good deed or action go unheralded in the
    group.
    • Say thank you publicly at every meeting.
    • Recognize the value of peoples’ contributions at the
    beginning or within the meeting.
    •Plan. Plan. Plan.
    • Meeting design is the #1 mechanism for effective
    meetings.
    • For each agenda item, make sure the group is clear about
    the goals, processes, and functions.
    THANK YOU
    • Thank you for your
    time and attention
    • Do GREAT things!

    A. Bhaskar Reddy, IRS, Retd

    Reach me at
    [email protected]

    You might also like