CONDUCTING AN EFFICIENT 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

Content:

Why do I need this knowledge?

Every day

83 million people attend

11.5 million meetings

Where and when do I use it?

Types of 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.

Meetings Are NOT Good For:

CHARACTERISTICS OF NEGATIVE MEETINGS

83% -- Drifting off the subject77% -- Poor preparation74% -- Questionable effectiveness68% -- Lack of listening62% -- Verbosity of participants60% -- Length51% -- Lack of participation

CHARACTERISTICS OFEFFECTIVE MEETINGS

88% -- allow all attendees to participate66% -- define a meeting’s purpose62% -- address each item on the agenda59% -- assign follow up action47% -- record discussion46% -- invite only essential personnel36% -- write an agenda w/time frames

BEFOR THE MEETING: PREPARATION 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

WHY do we hold the meeting?The goal is….

Format of the meeting

Change presentation style

Change standard meeting location

Establish a “parking lot”

Make meetings playful

Start meeting with an icebreaker

Hold a stand up meeting

INFORMATION AGENDA NCLUDES:

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)

Adobe Acrobat Document

hPrepares chairmanhPrepares attendeeshCreates an interesthClearly defines objectiveshProvides a valuable organizational tool

WHY IS AN AGENDA IMPORTANT??

h Provide electronic copy of agenda to Chair

h Ensure copies are available at the meetingIs the room set properlyAudio visualNumber of seats

LOGISTICS TO CHECK

ROLE OF THE CHAIRMAN

h Open and close the meeting

h Clarify the goals/contract with the team about the expected outcome and process

h Recognize attendees who wish to speak

h Remain neutralh Summarize discussion and

future actionh 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 discussionDon't let the discussion go away from youTake 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

Role of the Participant

Communication: Group dynamics Tools for running the effective meeting

DURING THE MEETING

CONDUCTING MEETINGSStart on timeReview 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 timeHAVE SOME FUN!!

IMPROVE YOUR ABILITY TO DEAL WITH DIFFICULT MEMBERS

Listen, but do not debateTalk privately with members who

continually exhibit disruptive behaviorsTurn negative behaviors into

positive contributionsEncourage the group to share the

responsibility for handling difficult members

Don’t take it personallyTry different strategies, small

groups/pairs

Disruptive BehaviorComing in late

Argumentative

Side Conversation

Reward and thank those who were there on time.

Keep temper in check and model for group. Find some merit in points made. Speak in private.

Avoid sarcasm. Restate last comment made. Explain to group the need to hear information.

Disruptive Behavior IILosing 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.

NON-VERBAL LISTENING SKILLS

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:

Exercise for the Chair

CLOSING A MEETING

h State conclusions reachedh Summarize assignments h 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

AFTER THE MEETING

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 madethe follow-up action requiredtime of adjournment and notice of the

next meeting date, time and location

PREPARING MINUTES

THANK YOU

Thank you for your time and attention

Do GREAT things!