Conducting Effective Meetings

HOW EFFECTIVE ARE YOUR
MEETINGS?
Is this what people are SAYING during your meeting?
Worse, is this what they are THINKING?
Dr. Denise Lofton, Ph.D. Presenter 1
Cover Art Courtesy of Google Images

Effective Meetings Depend On YOU
There are many roles in meeting management. You play
each one at some point, on any given day …
Establishing a need for a meeting
Coordinating the actual meeting
Preparing for the meeting
Conducting the meeting
Attending the meeting
Participating in the meeting

Effective Meetings Depend on YOU
There are many roles in meeting management. You play
each one at some point, on any given day …
Closing a meeting
Reporting on the meeting
Following up on a meeting
Evaluating meeting accomplishments
Determining the need for another meeting
Closing out the topic

EXERCISE 1 – HOW MUCH DOES
YOUR MEETINGS COST?
1. DECIDE ON THE ROLE YOU PLAY, THE MAJORITY OF
THE TIME
2. DISCUSS IN YOUR GROUP HOW YOUR MEETINGS
TYPICALLY GO
3. WHAT IS THE CONSENSUS?
4. APPOINT A SPOKESPERSON
5. LET’S DISCUSS OPENLY

CALCULATING THE COST OF MEETINGS
Regardless of your role, meetings cost the
organization and its customers…
Calculating The Cost of Meetings
What is the YOUR hourly salary? $20.00
On average, how long does A meeting last each Day (in hours)? 2
How many meetings do you attend each Day? 3
Cost per day*: $120.00
Average work week 5
Cost per week*: $600.00
Now that you've calculated how much your group's meetings cost, perhaps you realize how
important it is to make your meetings as productive and efficient as possible.
NOTE: To calculate your OWN cost, change
hourly figure to match your own, paste Table
into Excel for Calculation

COORDINATEESTABLISH

ESTABLISHING A NEED FOR A MEETING
D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 7

Once you have determined a
meeting is necessary, PLAN for
effectiveness….
1. Getting the key players and decision makers
involved in the discussion and decision
process
2. Face-To-Face, Telephonic, Web Based,
Email Traffic, Private Tools
3. Use an Agenda to focus attention and limit
discussion

1. Coordination is most
effective when done while
people are still together
2. Use calendar tools for
effective date and time
selection
3. Provide options in the FIRST
communication
4. Create a meeting pattern, if
required
TIPS

PARTICIPATEATTEND

IF you really can’t determine
a need to attend a meeting, DON”T
IF you really can’t determine
how the meeting affects you, your
group or organization, DON”T SEND
someone else
ONCE you have decided to attend a meeting, BE PRESENT
ATTENDING MEETING MINDSET

TO ATTEND (YOURSELF), TO PARTICIPATE
The purpose of the meeting dictates who
should attend, participate, when and how long the
meeting should last, and where and how it should
take place.
How do you make the
determination to attend a
meeting yourself, send someone
in your place, OR skip the
meeting altogether?
LET’S DISCUSS

ACTIVE MEETING PARTICIPATION IS IMPORTANT
- Don’t just show up to the meeting, then do something else with your time
- Active participation will increase recall of meeting details
- Choose maximum commitment and organization culture over momentary convenience

FACILITATECONDUCT

Follow Hyatt’s Seven Simple
Rules For Meeting Management
1. Establish Hard Edges
2. Create An Agenda
3. State the Desired Outcome
4. Review Minutes and Action
Items
5. Taking Written Notes
6. Clarify All Action Items
7. Determine Followup and Next
Meeting Time

Robert’s Rules Create Meeting Order
• Requires an Agenda
• Utilizes Written Minutes
• Flows from the Head to
the Floor
• Allows Member Input
• Creates Room for
Consensus
• Determines IF there was
an outcome

Discussion: WHAT IS YOUR MEETING
CONDUCT?
What should YOU be doing BEFORE the meeting?
What should YOU be doing DURING the meeting?
What should YOU be doing AFTER the meeting?

EXERCISE 2 – HOW MUCH DOES
MEETINGS COST YOU?
1. DETERMINE THE MEETING ROLES YOU TYPICALLY
PERFORM
2. ASSESS HOW MUCH TIME IS SPENT IN EACH ROLE
DAILY? WEEKLY?
3. CALCULATE YOUR TYPICAL COST, USING THE
WORKSHEET
4. LET’S DISCUSS OPENLY – ARE YOUR TYPICAL
MEETINGS WORTH THE ESTIMATED COST, TO YOU?

CALCULATING THE COST OF MEETINGS
TO YOU…
Regardless of your role, meetings cost the
organization and its customers…
NOTE: To calculate your OWN cost, change hourly figure to match your own, paste
Table into Excel for Calculation
Now that you've calculated how much a typical meeting costs you, you may now realize how
important it is to a meeting is necessary, then proceed to make it as efficient as possible.
What is the YOUR hourly salary? $20.00
On average, how much time is spend creating meetings (in hours)? 1
On average, how much time is spend coordinating meetings (in hours)? 1
On average, how much time is spend attending meetings (in hours)? 2
On average, how much time is spend facilitating meetings (in hours)? 2
Cost per day*: $120.00
Average work
week
5
Cost per week*: $600.00

FOLLOWUPREPORT

What Do YOU Think
They Are?
There are
many pluses
and minuses
to having
and issuing
reports
after each
meeting
+ Creates A Record of Actions Proposed
and Actions Taken
- Creates room for SOMEONE to assess
Blame
+ Creates a habit of Report and Followup
for all attendees
- Misunderstandings and lack of
agreement may be viewed by others

WHY SHOULD YOU FOLLOWUP?
 YOUR name may be on an
action item for the next meeting
 YOU could be responsible for
reporting on an action item at the
next meeting
 Someone may ask YOU about
the last meeting

• HOW DO YOUR
MEETINGS FLOW?
• HOW CAN YOUR
MEETINGS IMPROVE?
LET’S DISCUSS

TOOLSTECHNIQUES

TECHNIQUES FOR EFFECTIVE MEETINGS
1. ALWAYS determine if a meeting is necessary
2. IF NECESSARY, ensure only essential persons are invited
3. DURING the meeting, pay attention, ask questions
4. AFTER the meeting, record essential facts and actions
5. SHARE widely and timely
6. ASK for feedback is needed, then USE IT

TOOLS FOR EFFECTIVE MEETINGS
1. CALENDAR is your best friend
2. EMAIL is your next best friend
3. PHONES still work
4. UTILIZE the text fields in calendar invites
5. USE the tools at your disposal wisely
6. ASK for feedback is needed, then USE IT

REFERENCES
Conducting Effective Meetings by Gillian Kaye, edited by Bill Berkowitz. Retrieved from Community
Tool Box at http://ctb.ku.edu/en/tablecontents/sub_section_main_1153.aspx
Seven Rules for More Effective Meetings by Michael Hyatt. Retrieved from Intentional Leadership blog
at http://michaelhyatt.com/seven-rules-for-more-effective-meetings.html
Calculating the Cost of Meetings by Smart Technologies. Retrieved from Effective Meetings at
http://www.effectivemeetings.com/diversions/meetingcost.asp
Determining If Technology Helps or Hinders Effective Meetings by Smart Technologies. Retrieved
from Effective Meetings at http://www.effectivemeetings.com/technology/index.asp
If you have technology that you DON”T Know
how to use, Find Out! Less Technology is NOT
in your future.

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Conducting Effective Meetings

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