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Meeting Management
People skills
25% to 80% of managers’ and professionals’ time is spent in meetingsMore than 33% of time spent in meetings is unproductive, costing business an estimated $37 billion a yearFor one Fortune 500 firm, the loss is $71 million a year
Meeting Facts
Almost 72% of business leaders surveyed currently spend more time in meetings than they did five years ago. More than 49% expect to be spending even more time in meetings four years from now.Only 33% of business leaders surveyed have had formal training in how to run meetings
Meeting Facts
Although 75% say it is “almost essential” to have an agenda, they use an agenda only 50% of the timeOnly 64% of meetings achieve their intended outcome
Meeting Facts
What is a Meetings?
A meeting is an outcome directed interaction between 2 or more people that can take place in any of four environments
Time
Pla
ce
Same Different
Sam
eD
iffere
nt
Focus Groups Shift Workers
VideoTeleconferencing
Dispersed ProjectTeam
AnyTime, Any
Place
Outcome-directed meetingResourcesResources
Present State(problems)
Present State(problems)
Desired State(outcomes)
Desired State(outcomes)
Action PlanAction Plan
Topic 1ActivityActivity
Topic 2ActivityActivity
Topic 3
Agenda (Steps) Task
Group/people
The main goal of meetings
a vehicle for communication & action
not for confusion & frustration
Purpose of the meeting
1. Take decisions2. Collect views, information and proposal3. Briefing4. Exchange information5. Generating ideas6. Enquire into the nature and causes of a problem
tests of an effective meeting
1. The outcome justifies the time spent. 2. There mustn't be a better outcome with the same investment.3. The outcome must be acted on.
Good Meetings
In good meetings, people nod in agreement;
in poor meetings, people just nod.
1. Planning and preparation
2. Efficient disposal of business
Module 9
Elements of good meetings
Good Meetings (contd)
Module 9
3. Open participation with adherence to
the rules
4. Effective follow-up
criteria for an effective meeting
1. Purpose is clear to all attendees. 2. All who are needed are attending and only those who are needed are attending.3. Participants are prepared. 4. Time is effectively used. 5. Participants are committed. 6. The main goals is achieving the goals, not meeting for sake of meeting. 7. The outcome should justify the investment. 8. Actions, responsibilities and mechanism for review are clear.
Attendance not by status or convention by relevance All who are needed are
attending and only those who are needed are attending.
Preparation Preparation depends on the circulation in good
time of an agenda for the meeting The notice of a meeting should inform
date, time, place and intended duration people attending and their roles purpose(s) preliminary documentation, preparation, etc. the procedure for adding any items to the agenda
The use of time – meeting structure a structure which is suited to the purpose
and membership of the meeting. whiteboard or a flipchart
discussion is focused ideas are not lost minutes can be based on them avoids repetition of the same ideas recorded ideas can be dealt with in sequence avoids the dialogue of the deaf
Roles: Time-Keeper
• Makes sure there is a time-limit for each agenda item
• Let’s the group know when time is almost up
• Keeps the group on task, avoid tangents
Tips for Effective Meetings
Start and end your meetings on time Keep announcements to a minimum Sit in a circle Have an agenda and set time limits for each
item Encourage participation Don’t let anyone dominate Use hand signals Have food
Meeting Environment
a bright room with adequate lighting; a comfortable heating level; good air circulation; a good seating arrangement; and the early opening of the room.
Ensure:
Module 9
Large meetings The only thing accomplished efficiently in a large
meeting is the giving of information.
If the group is to respond with ideas or ask questions Split the qroup into discussion groups
(8 is the ideal number)
Decision-Taking
Meetings should be clear on whether a decision is really being taken by the meeting or whether, on the other hand, there is one person who has the responsibility for taking the decision with the help of meeting.
information exchange
Where a series of people are to report overlapping information to a meeting (e.g. Progress reports on a project) questions on each report should be limited to clarification until all reports have been given.
Facilitation & Running Effective Meetings
What is Facilitation?
Process for running meetings or making decisions in a way that is:
Smooth Effective Participatory Democratic
Why use facilitation?
To involve people To make meetings more effective To increase the number of minds
working on a problem To stay on task To keep people coming back to
meetings
10 Tips for Facilitating Discussion
1. Paraphrase2. Check3. Compliment4. Elaborate5. Energize
10 Tips for Facilitating Discussion (cont.)
6. Disagree7. Mediate8. Pull9. Change10. Summarize
Steps to Facilitation Success
1. Choose a facilitator2. Set (or review) Ground Rules & Group
Norms3. Choose other roles (as necessary)4. Start meeting agenda/Discussion
generation of ideas This can be the purpose of a total meeting or
of a part of a meeting. In many instutions there are pure
“brainstorming” meetings in which the aim is to promote creative solutions to the problems.
The key to success is to gather ideas systematically and not to allow any evaluative comments during the process.
All ideas must be recorded on board or on a flipchart.
brainstorming
The aim is to get as many as ideas in a given time.
Key to success Suspend judgement Let yourself go and freewheel Quantity not quality Cross-fertilizer Use verbal shorthand; do not explain in detail
It is both fun and highly productive
Spidergrams-mind mapping
Set down a subject as the central point It is frequently used in report-essay writing and web design It enables the individual or group to collect ideas and organize them as they
spring to mind, rather hold them back until relevant subject comes up in sequence.
By letting our eyes wander on the chart we constantly restimulate our brains in
each area.
Group Dynamics In a meeting, you may notice the following
phenomena Repetition by the same person of the same point Failure of people to take up each other’s points
except to attack them “not invented here” reactions Lack of interest manifested by body language Arguments about the structure of the meeting Several people talking at once Blocking out of certain people and alliances between
others Skillful anipulation of the meeting
Types of Motions
motions to: fix time of next meeting adjourn
questions of privilege
Privilege motions:
Module 9
Types of Motions (contd)
requests for information or answers to questions
motions to: appeal renew withdraw call for vote to be conducted in a
particular way points of order
Incidental motions:
Module 9
Interruptions
Internal Phones Cross talk
External Messages Calls Visitors Refreshments?
Recording a Meeting
Minutes Authority Avoid conflict Accountability
Brief minutes Decisions
Full report Contribution
Action Points
Majority Decision-Making
decisions made based upon a majority vote:
50% +1 2/3 majority 3/4 majority
efficient way to dispose of business minority may feel left out concern that issues rushed Small majorities result in
implementation problems.
Module 9
Consensus
While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision.
Module 9
Process Review
Control on Content Process Design
Share the burden Problem people!
Late comers Reward by review Punish in many ways!
Ten commandments
Thou Shalt Always Know What Time It Is
Thou Shalt Not Forget the Main Reason for Meetings
Thou Shalt Remember the Golden Rule of Meetings:Praise in Public, Criticize in Private
Ten Commandments Contd…
Thou Shalt Not Convene Meetings Outside of Normal Business Hours
Thou Shalt Not Use Group Pressure to Logroll Conclusions
Thou Shalt Not Use Meetings to Gain Acceptance by force
Thou Shalt Keep the Personal and the Corporate Distinct
Thou Shalt Remember that the people are to participate
Thou Shalt Always Prepare a Clear Agenda and Circulate It Beforehand
Thou Shalt Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists
Somewhere in the middle of the uncharted Pacific Ocean, we find a beautiful, green, and uninhabited island. An off-course plane crashed on the island stranding seven people-a pregnant woman, a well-known American scientist, a teen-aged girl, an elderly diabetic man, a famous doctor, a software specialist, and a catholic priest.
The Island Experience
By luck, a lost plane stumbles upon the island, but can carry only one of the seven back and possibly reach civilization. Since the plane was lost and does not have a GPS, the likelihood of its being able to return is remote. Although the people on the island will not starve, they must be able to meet necessary social and biological needs to survive.
The Island Experience
Your Task:Develop meeting outcomeDevelop meeting agenda: Sequence of “generate,” “ organize,” “evaluate,” “communicate.”
The Island Experience
Your Task:Turn in a written expression of your outcome-oriented meeting (an outcome map to include with your journal)The write a journal entry to be submitted as a component of assignment 5 providing your assessment of the effectiveness of the team and the members of the team.
The Island Experience