Post on 08-May-2015
transcript
© 2009 AAE All Rights Reserved.
The Art of Conducting
Effective Meetings
by
AL-AWWAL MANAGEMENT CONSULTANCY
WELCOME
Faisal Khan
Trainer
Understanding the meeting concept
Discussing and practicing the meeting plan, organizing and managing procedures
Making meeting more effective by using effective tools and techniques
OBEJECTIVES
No mobile phones No SMS Punctual starts No smoking
House Rules
Why Meeting is Important Do you Really need a meeting? Meeting Can be expensive Some Useful tools Meeting checklist Outcome of the meeting Meeting Purpose Select the Participants Inform the Participants Send Out an Agenda Who does what? Attendance
AGENDA
Start on Time Opening the Meeting Introducing the Situation or Problem Handling the Meeting – Leader Qualities Handling the Meeting – How To’s Time Management If it’s Worth Having, It’s Worth Recording No Grandstanding Please! Closing the meeting Conclusion Personal Action Plan
AGENDA
EXERCISE
Lets Discuss….
why meeting is important ?
5 minutes for preparation5 minutes for presentation
Meetings are important because that is where an organization’s culture and climate perpetuates itself
Meetings are one of the ways that an organization tells its workers: “You are a member.” If you have bad, boring, and time-wasting meetings, then the people begin to believe that this is a bad and boring company that does not care about time
great meetings tell the workers, “This is a GREAT organization to be working for!” Also, remember that bad meetings lead to more bad meetings which cost even more money
Why Meeting is important
Do you really need a meeting?
If you can accomplish your goal without a meeting don't have one”
Unnecessary or less than productive meetings are costly and ineffective.
Can this be done any other way?o One on one over luncho A Quick phone call or email
Unnecessary meetings can have even worse effects than the waste of money
Work hours--Calculate combined salaries of attendants + annual overhead + various costs / Working hours per year (2080)
After hours--Calculate cost of being away from family or other functions
Meeting can be expensive
Calculate Cost Of Meeting
Annual Salaries Annual OverheadCost Total Work Hours per yearEquals240,000 150,000 400 390,400 2080 187.7
Combined Salaries + Overhead + meeting Costs / Work Hours per Year
Overhead is equal to company overhead per year.
Additional Costs are associated w/ Briefing Rooms, Refreshments, Paper, Equipment and etc.
Intangible costs include◦ Missed Time with Family◦ Fuel◦ Bumping Schedules◦ Reaction Time◦ Frustration
Non-Financial Cost
Outlook Express Meeting Organizers
Some Useful tools
Outlook
A Very handy tool to schedule a meeting
You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings
View calendars of others to see when they are free.
Accept, reject, or propose new meeting times.
Adds accepted meetings to your calendar, creating a reminder in the process.
Meeting Organizer Just enter a key
information it creates a professional set of documents required for organizing a meeting from scratch.
Documents include Address lists, Invitations, Agenda, Minutes, Memo, Catering Order, Seating Planner, etc.
Easily available on internet
Material Resources Meeting worksheets (action plans
or barrier & solution worksheets) List of members with phone
numbers and addresses for any new members present
Name tags for large meetings of new groups
Overhead Projector, PowerPoint Projector
Directional signage Laptop Computer
Meeting Checklist
List of Members
S.No
Name Contact
1 Faraz 0342-4652578
2 Fahd 0301-5457644
3 Zohaib 0304-4572487
EXIT
Meeting Room
Wash Room
CanteenKamran IqbalAssit Finance
Manager
Faraz MirzaManager Admin
Saad KhanManager HR
Flip Charts Paper, Notepads, Pens Board, Chalk/Markers Sitting Arrangements Podium with microphone Banquets/Refreshments
Meeting Checklist
MEETING PLANNER’S CHECKLIST
CATEGORY NUMBERS AMOUNT
Meeting Rooms Exhibit hallGeneral Session RoomMeal Function RoomHospitality RoomOther
Food & Beverage BreakfastLunchHi-TeaDinner ..
Audio/Visual Equipments
FlipchartsMicrophones & speakersProjection EquipmentPads Pens/MarkersTelephone/InternetOther
Decoration BannersBanquet set-upSpecial Signs
Printing Agenda formsParticipants ListWorkbook & HandoutsOther
Outcome of meeting
Establishing a desired outcome provides two things1. It gives a focus2. a "benchmark" against which actual outcomes can be
measured
Problem-solving meeting To share information Data gathering meeting A decision-making meeting To receive reports To discover, analyze, solve a problem To gain acceptance for an idea or program To resolve a conflict To obtain reactions To gain understanding
Meeting Purpose
Who needs to be there? Who will this affect? Should I invite someone just for a fresh perspective? Will the parties work well together? Have you invited the right people?
Select the Participants
Date, time and place Purpose and desired outcome Information to bring with them What is expected of them at the meeting Meeting length Special arrangements
Inform the Participants
Written plan for the meeting Order of subjects and time for each “If people are to prepare for a meeting, they need to know
what it is about. Let them know. Send out an agenda a few days in advance
Keep the agenda simple as possible
Send Out an Agenda
Meeti
ng
A
gen
da
AL AWWAL MANAGEMENT CONSULTANCY
MEETING AGENDADate: Tues 3rd November 09Location: Al Awwal HouseVenue: Conference Hall Timings: 9:00 hrs-12:00 hrs
Dept: Human ResourcesMeeting called by: Faisal AnwarType of meeting: Monthly Progress meetingFacilitator: Faisal Khan
Please Bring: Individual Progress ReportPlease Read:
Time Keeper: Kamran SaeedMinute Taker: Naveed Khan
AGENDA ITEMS
Agenda Topics Presenter Time allotted
Business Overview Faisal Anwar 9:00hrs -10:00 hrs
Recruitment services for Mobilink Faraz Mirza 10:00hrs -11:00 hrs
Open discussion on business issues All Participants 11:00 hrs-13:00 hrs
Attendees: Syed Zohaib,Faisal Anwar,Kamran Iqbal,Saad Khan,Faraz Mirza,Naveed,liaqat,Rizwan
Facilitator - This is the person designated to direct the group session, by leading members through the activities required to achieve their outcomes. The facilitator ensures all members participate, reviews the outcomes, processes progress and summarizes discussions, decisions and consensus. In most instances the meeting leader retains this responsibility.
Timekeeper - One team member should be assigned the task to monitor the agreed-upon time frames for agenda items and give updates to the group on time usage.
Who does what?
Minute Taker - This person's job is to capture and distribute proceedings of the session, which at a minimum must include "who has agreed to do what, by when."
Scribe - Another participant records key ideas and issues, verbatim, on flip charts, and posts them on the meeting room walls for the whole group to see and refer to .
Who does what?
Make sure everyone attends Send a notice in advance. Include the purpose of the meeting,
the list of participants and whom to contact if there are questions
Provide agenda in advance Schedule a meeting on a day and time that is convenient to
participate
Attendance
“A nine o’clock start means a nine o’clock start Facilitators, don’t start a minute later If you start on time habitually, people will get the message
that they must be punctual as well Don’t repeat things for those that arrive late. No need to penalize the many for the tardiness of an
attendee or two Latecomers can pick up what they missed from someone
after the meeting, or from the meeting minutes”
Start on Time
EXERCISE
How to open the meeting?
5 minutes for preparation5 minutes for presentation
Start on time Welcome the group Establish a friendly atmosphere Set the ground rules: when the meeting will end, how each
member will be heard, what is expected Communicate the purpose and desired outcomes to all
participants Introduce the situation or problem Stay focused on the agenda topics. Do not wander off topic or
become distracted
Opening the Meeting
Bring everyone up to date Open with an attention getter Show that you value their ideas, opinions and questions Record ideas and notes on a flip chart Assign next steps throughout the meeting. Make all next steps
specific assignments
Opening the Meeting
How it arose Why it is important Ask how it affects them Point out how they can help Explain the group’s responsibility
Introducing the Situation or Problem
Poise Sensitivity Impartiality Tact Sense of Humor Good Judgment Good Listening Skills
Handling the Meeting – Leader Qualities
Get everyone participating Promote an open atmosphere Summarize Use transitions Ask questions Test possible solutions Keep the discussion on track Work for consensus Plan for future action
Handling the Meeting – How To’s
Establish ground rule to make sure the meeting is effective.
Ask Attendees to actively participate, to stay focused and to look for closure on discussion whenever possible. This will help to keep the meeting from getting too long and to keep discussion on topic
Time Management
If the allocated time for topic is being consistently exceeded, the chair should ask the group for input as to how to resolve the problem
Simply build a plan for the session, step by step, and assign times to each step
Time Management
“Take minutes. They don’t have to be extravagant. Keep it simple
While it is best to have an experienced minute taker at each meeting, it is typically a luxury, so more often than not, the responsibility falls on the facilitator. It’s not easy for the facilitator to be effective in both roles, but it can be done
If it’s Worth Having, It’s Worth Recording
Rotating meeting minute responsibilities among attendees for regularly scheduled meetings can ease the burden on the facilitator”
The Minutes should be provided to each participant shortly after the meeting
If it’s Worth Having, It’s Worth Recording
Meeti
ng
M
inu
tes
“Some (typically manager types), use meetings to show that they are on top of things. They feel absolutely obligated to pipe up to show that they are the boss. Bosses, there is really no need to do this. These attempts to impress typically backfire and actually demonstrate a lack of knowledge. Others use valuable meeting time to try to impress the boss. Try to refrain from doing this as well. The meeting is about getting things done, not about brown-nosing. Offer up your opinions when you think they will truly help accomplish something. Spend the rest of the time listening”
No Grandstanding Please!
Review the problem briefly The chair should try to end the meeting on time on a positive
note Any action to be taken and assignments resulting from the
meeting should be reviewed Indicate time to conclude If there is to be another meeting, the group should agree on
the date and time
Closing
Summarize the progress made Mail out notes or action lists as appropriate Follow up with any meeting participant who made a
commitment Emphasize agreements Inform of developments Thank the group
Closing
Conducting an effective business meeting requires the efforts of all parties involved
Careful and diligent planning, written agendas, and prompt and focused conduct will help to ensure that the meeting’s goals are met in an effective manner
Determining early in the planning process which participants are necessary and keeping meeting size minimal are also important factors in meeting management
Conclusion
ROLE PLAY
Lets Call a Formal
meeting!ACTIVITY TIME 30 MINUTES
ROLE PLAY
Split into 2 Groups
Select the topic for meeting e.g. Cost Control, Discipline, New business developments, Monthly Sales Target review etc..
Plan,Organise,Manage and close the meeting using effective meeting tools and techniques
One Group perform and other group evaluate then Vise Versa
ROLE PLAY
PERSONAL ACTION PLAN
THE ART OF CONDUCTING EFFECTIVE MEETINGS
Name:
ACTION BENEFIT TIMINIG REVIEW DATE
THE END
THANK YOU