An Informative Presentation

on
"Conducting
an effective Meeting"

Presenter: Muhammad Souban Javaid

Roll No: FA20-BEE-146
 Conducting an
effective Meeting

➢ Determining the purpose

➢ Conducting a structured
meeting
➢ Communication skills that
achieve results
What is a
meeting?
• A meeting is a coming together of three
or more people to exchange
information in a planned manner and
discuss the issues put before them in
order to make conclusions, solve
problems, etc.

• A meeting can be formal or informal.

• For any meeting to be successful, it

requires the help of the community or
organization behind it and the goal of
achieving any purpose or objective.
Key Message
When is a Meeting Effective?
 Meetings enable
• Exchange of information
• Articulation of alternative
viewparts
• Deliberation on specific
purpose
• Feeling of consultation among
members which results in their
cooperation
Cont...Meeting enables

• Enlistment of support and a

host of such communication
needs, so essential in a business
or organizational context
• Time saving
• Elaboration and clarification
of concepts and ideas
• Removal of misconceptions
Cont...Meeting enables

• Intensive cooperation with

individuals as well as with
teams which in turn accomplish
much more than any written
correspondence.
• Finalization of plans and
strategies
• Review of performance
10 Golden Rules of holding Meeting
1. The meeting should be convened only when it is
essential.
2. Meeting should be convened only when no
telephonic discussion is possible.
3. Meeting should have time schedule and must begin
and end on time.
4. It must have clear and specific agenda and sub-
agenda.
5. It must have clear objectives.
 Golden Rules cont...

6. Time limit should be specified for each item of the

agenda and sub-agenda.
7. The notice of the meeting should be sent well in
time before the meeting, to those who are required to
attend the meeting and who can make useful
contributions.
8. Action oriented minutes should be prepared and
circulated after the meeting.
9. Meeting should be closed on a pleasant note.
10.Conclusion of a meeting is summarized so that each
one understands the summary of the proceedings.
Codes of a meeting
• Start and end on time

• Be present on time and be prepared

mentally

• Establish objectives

• Set an agenda
 Codes cont...

Be Be brief and precise

Don't dominate Don't dominate the discussion

Listen Listen to others

Encourage Encourage participation for ideas

Don't interrupt Don't interrupt unnecessarily

 Codes cont...

Don't
Don't evaluate presentations
evaluate

Give Give full attention to discussions

Stay Stay close to the subject

Resolve Resolve related conflicts and issues

 Codes cont...

Decide on Decide on follow-up action

Record Record ideas and discussions

Access Access the outcome in the end

Don't have Don't have side conversations

Elements of a productive meeting
 Planning a meeting
• Pre
• In
• After
• While planning a meeting, determine the focus of the meeting
• Decide who should attend
• Choose the best time and place to hold it
• Prepare an agenda for the meeting
• Determine who should take meetings
The Bowtie Meeting
Meeting Process
Plan which materials You will need
 Agenda of a Meeting
• PACER

• Meeting process

• Effective meeting principles

• Behaviors that help the meeting

• Goal setting

• Delegation of action
 PACER
• P urpose

• A genda

• C ode of conduct

• E xpectations

• R oles and Responsibilities

 Purpose

To properly drive the performance and accountability to execute plans

to meet meeting objectives and commitments
 Purposes of meetings

The purposes of holding meetings are listed here in a skeleton form:

• To reach a common decision / • To plan and prepare for action

agreement • To resolve differences
• To solve a problem and misunderstandings
• To understand a situation, • To generate enthusiasm and
exchange ideas and experiences seek cooperation
• To inform, explain, present ideas • To review past performance
and evaluate it
• To give and get feedback on new
• To create a feeling of
ideas continuity and solidarity in a
• To give training body’s working.
 Types of Purposes
There are four primary purposes for meetings:

Understanding where each meeting you hold fits within this typology can help
you set appropriate goals for a meeting and its content and methods are
discussed in length by Bens I. Facilitating with Ease! Core Skills for
Facilitators, Team Leaders and Members, Managers, Consultants, and
Trainers. San Francisco, CA: Jossey-Bass; 2012, (Bens, 2012).
The four types of meeting are:
• Information sharing. During information-sharing meetings, groups get
together to give updates, share research, and brainstorm for new ideas.
Typically, no decisions are made in an information-sharing meeting.
• Planning. Planning meetings involve taking ideas to the next step.
Participants can collaborate on goals, visions, priorities, and needs, and
define next steps.
 Types cont...
• Problem-solving. During problem-solving meetings, teams collaborate
on developing solutions to problems within the practice. Participants
gather data, identify problems, analyze the situation, and plan for
action.

• Relationship building. This type of meeting serves as a time for people

to get to know and build relationships with one another.
 Establishing a "Code of Conduct"
• Ground rules or norms
• How the meeting should be run
• How team members will interact
• What kind of behaviour is accepted
Rules:
• Meeting start on time
• Only one conversation at a time
• Let everyone finish their thoughts / sentences
• Three knock rule
• Cell phones will be turned to vibrate mode during meeting
Tools:
-Brainstorming -Round Robin -Flipchart
Get Expectations
 Meeting Roles and Responsiblities
• Team Leader -Sets guidelines and goals
• Time Keeper -Ensures deadlines are met
• Scribe -Makes ideas valuable
• Process Monitor -Keeps team focused
• Spokesperson -Reports to other groups
• Meeting Minutes -Takes notes

All meetings are active participants.

De Bono's Six Thinking Hats
 Effective Meeting Principles

• Set purpose and Code of Conduct

• Define Desired Outcomes
• Always have an Agenda
• Establish Roles
• Capitalise on Brain Powet
• Take Minutes
• Assign Action Items
• ROI -Risks, Oppurtunities and Issues
 Behaviours that help the Meeting sucessful
• Gate Keeping
-Encouraging balanced participation among all team members
• Clarifying
-Listening and probing for understanding
• Harmonizing
-Bringing together different points of view and helping people work through
differences
• Initiating
-Offering new ideas and suggesting different approaches
• Summarizing
-Reviewing the discussion and decisions made and planning next steps
Goals Setting

The goals setting of any meeting

should be:
• S mart
• M easurable
• A chievable
• R ealistic
• T imely
 Delegation of Actions
• Ensure task is relevant
• Ensure task is clear
• Break large task down
• Get completion date
• Look for subject matter experts
• Get willing commitments
• Offer assistance (Yours or others)
• Create and distribute action table / ROI -Risks, Oppurtunities and
Issues
• Follow-up
• Recognize achievement
 Decide who should
attend
• Schedule a meeting for a time when all or
most of the people can be present.

• If a meeting must be held without some key

participants, ask those people for their
contributions prior to the meeting or invite
them to participate via speakerphone, video
conference, or such remote methods.

This Photo by Unknown author is licensed under CC BY-NC-ND.

 Choose the
Meeting Time
• The time of day and the
length of the meeting can
influence its outcome.

• Monday morning is often

used to prepare for the
coming week's work.

• Friday afternoon is often

focused on completing the
current week's tasks.
 Meeting Time
• Long meetings may need to include breaks to allow participants to
respond to messages and refresh themselves.

• Meetings held during the last 15 minutes of the day will be quick, but
few people will remember what happened.

• Remote participants may need consideration for their time zones.

 Choose the Meeting Location
• Having a meeting at your own location can give you an advantage:
You feel more comfortable, which along with your guest's newness to
their surroundings, may give you an edge.

• Holding the meeting on someone else's premises, however, can signal

cooperation. For balance, especially when people are meeting for the
first time or are discussing sensitive issues.

• Meet at a neutral site where no one gains an advantage and attendees

may feel freer to participate.
 Establish the Agenda

• A tool for focusing the group, the agenda is an outline of what the
meeting will address. Always prepare an agenda for a meeting, even if
it is only an informal list of main topics.

• Ideally, the agenda should be distributed to attendees a day or two

before the meeting.

• For a longer meeting in which participants are required to make a

presentation , try to distribute the agenda a week or more in advance.
 Establish cont...

• The agenda should list the attendees, the meeting time and place, and
the topics you plan to discuss.

• If the meeting include presentations, list the time alloted for each
speaker.

• Finally, indicate an approximate length of the meeting so that

participants can plan the rest of their day.
 Agenda (Notice or memo)

• If the agenda is distributed in advance of the meeting, it should be

accompanied bya cover letter or message informing people of the
following:
• The purpose of the meeting
• The date and place of the meeting
• The meeting start and stop times
• The names of the people invited with their phone numbers
• Instructions on how to be prepared
 Minutes taking

• Taking minutes

• Assign someone to take minutes

• Usually responsibility of a Secretary assigned by chair

 Meeting Do's
1. Use headlining approach 9. Build on other ideas
2. Help others headline ideas 10. Use parking lots
3. Be constructive 11. Use multiple note takers
4. Use the "How to" (H2) or I 12. Set up "win-win" situation
wish I knew ….(IWIK)
phrases. 13. Remember, "No idea is a bad
idea"
5. Listen actively
14. Do benefits before concerns
6. Paraphrase for understanding
15. Rotate roles
7. Observe time contract
16. Ensure everyone contributes
8. Use behaviour enforcers, e.g.
money pot
Encourage participation through Hooks and Responses
The Group
Memory:
Flipchart or
LCD
Recordings
 Running the Meeting
• Allow time for chit chat
• Review the Agenda
• Remind team of the ground rules
• Remind team of assigned roles
• Record open ideas and issues in "Parking lot" to be discussed later
• Help participants turn ideas, issues and concerns into action plans/next steps
• Manage the agenda and time
• Record next steps and decisions
• Summarize the meeting results
• Evaluate the meeting before leaving
This Photo by Unknown author is licensed under CC BY.
 Communication and its types
• Communication is defined as:
"The transmission or exchange of information, ideas, by means of
speech, writing, mechanical or electronic media" (Oxford English
Dictionary -OED).
• Sender Medium Receiver

• Two main types of communication are widely recognized

and discussed in both business and academic literature:
1. Verbal communication which includes both oral and written
2. Non-verbal communication, e.g. facial expressions, body language
etc.
 Features of considerate communication
• Emphasize on "You Approach" instead of repeating the common
mistakes e.g. "I" or "Me".

• Empathize with the audience and exhibit interest in the audience. This
will stimulate a positive reaction from the audience.

• Show optimism towards your audience. Emphasize on "what is

possible" rather than "what is impossible".

• Lay stress on positive words such as jovial, committed, thanks, warm,

healthy, help, etc.
How do you achieve effective communication?

• Successful communication happens when a complete message is sent and the

audience is fully received and understood.

• Effective communication is about getting the right message to the right person
in the right place, the medium at the right time.

• Depending on the meaning of the message and the listener, the viewer will
have the opportunity to engage in a substantive discussion of the post.
 Effective Communication in Meetings
• Knowing how to interact well in meetings – particularly when you are
chairing a meeting – is essential to making them effective and
productive.
Here are some ways to use your communication skills effectively in
your next meeting:
• Create a communication-friendly space
• KISS - keep it short and simple
• Be on time
• Stay on topic
• Watch your body language
 Cont...
• Listen
• Avoid distractions
• Create a communication-friendly space
• Have monthly one-on-one meetings
• Empathy
• Practice public speaking
• Ask questions
• Recognize and reinforce positive behaviors.
• Make time to communicate and make the most of that time:
• Agree to disagree
 Four Basic Styles of Communication
The four styles of communication are characterized as follows:
1. Passive communication-individuals have developed a pattern of
expressing their opinions or feelings and allow grievances and annoyances to
mount. They are prone to be explosive, usually out of proportion, outbursts.
They might say:
• I am unable to stand for my rights.
• People never consider my feelings.
• I get stepped on by everyone.

2. Aggressive communication-individuals express their feeling and emotion

in a way that violates the rights of others. they might even be verbally or
physically abusive. They might say:
• It's all your fault.
• I'll get my way no matter what.
 Basic styles cont...
3. Passive-aggressive communication-individuals seem passive on the
surface, but they actually act out of frustration in a subtle, indirect way.
They generally feel helpless, bewildered or resentful. Their perspectives
might be:
• I will appear cooperative but I am not.
• I am weak and resentful, so I sabotage, frustrate and disrupt.

4. Assertive communication-individuals clearly state their feelings and

opinions. They value themselves, their time and their needs and respect
the right of others. They might feel:
• I am confident about who I am.
• I am fully responsible for my happiness.
 Basic styles cont..
• Clearly, assertive communication is the preference as it allows the
individuals to take care of themselves and clearly state their opinions
and feelings.
• Being assertive can also help boost your self-esteem and earn others'
respect.
How a good communicator puts their messages
across
After holding the Meeting
 Vote of Thanks from
Chairperson
for all the Participants
Questions and Answer Session?