Effective Meeting is a topic of Inter Personal Skills. This presentation is covered all aspects of effective meeting.

3. Effective Meeting
Subject:
Inter Personal Skill
Presented to:
Prof. Bushra Siddiqi
Presented By:
Zil ul Hassan
Bc11-274
Fiaz Ahmad
Bc11-285
Saad bin Khalid
Bc11-297
Muhammad Saleem
Bc11-256
Salman Haidery Bc11-290
Faisal Saddique Bc11-292

4. Presentation Outline
 What
is Meeting?
 Types of Meeting
 Meeting Problems
 Strategies
 Solution & Meeting Hints

5. Meeting
Definition:

Gathering

Discussion

Topic

7. Introduction:
 Meeting
process has impact on outcome.
 Managing meeting is a set of skill.
 There’re many types of meeting.
 An expensive activity.
 Tend to be often overlooked.
 All meeting basic are the same.

8.  General




Types of Meeting:
Information Sharing
Share gather information and reports status.
Information Dissemination
To share critical information
Problem Solving & Decision making
Solve problem and make decision
Symbolic/ Social
To celebrate special event or share
reorganization for a job well done.

9. Types of Meeting
 Virtual
Types:
 Video Conference
 Chat Groups
 Conference Phone Calls
 Meeting via E-mail
 Project intranets and extranets

10. FOLLOWING ARE SOME STRATEGIES FOR
EFFECTIVE MEETING:
Clear purpose
 Clarify agenda
 Pre-meeting preparation
 Ground rules and regulations
 Punctuality
 Good leadership
 Teamwork
 Communicate important information to all members


11. CLEAR PURPOSE

An effective meeting is always a purposeful one

Be aware of the exact reason behind meeting

Purpose must be sensible

Purpose must be adequate for a meeting
Caution:
Without a clear purpose, the meeting might result useless
and ineffective.

12. CLARIFY AGENDA

Crafting an agenda is essential

Provides a framework for the meeting

Helps to lead the meeting is required direction

Also gives effective outcomes

13. PRE-MEETING PREPERATION
Notify members if they need to make preparations
before meeting.
 Get prepared about what to say and discuss
 Get prepared for any sort of dress code (if required)
 Prepare yourself mentally for the meeting as well
 Get all your preparations checked in the end


14. GROUND RULED AND REGULATIONS
Some basic rules must be decided before meeting.
For example:
 Who should speak when and for how much time
 Whether to argue or not and to what extent
 What things would be allowed and restricted

15. PUNCTUALITY
All members must come on time
 Meeting must start on exact time
 It must end on the time given. (it may end before time
but not late!)
 tasks that are going to be done during meeting must
take place on time


16. GOOD LEADERSHIP

Good leader leads the meeting in the mandatory path

Keeps all the members on the track

Maintains coordination among participants

Helps the participants

Drives the meeting towards effective conclusion

17. Meeting Strategies
Four P’s of Effective Meeting
 Purpose
It must be held
Decide the purpose or outcome
 Participants
Appropriate size and composition
Balance of task and process oriented members

18.  Plan
Make logistical arrangement
Prepare and circulate an agenda
Consult with members before meeting
Decide on decision making process
 Process
Begin with the review of past progress and clarify the
purpose of meeting
Establish ground rules
Use visual and denote progress and idea
Summarize meeting accomplishments and review
assignments

19. Problems with Meeting

Lack of Agenda or Goals
 Lack
 Time
of preparation and planning

20. PROBLEM

Silent

One member dominate

Costly

21. Solution of Meeting Problem
 Clarify
Agenda
Inform all member about agenda
Written copy of agenda to all member
 Be
prepared
Always be prepared about meeting, agenda
 Focusing
Listen carefully, understand what people are saying

22. Helpful Meeting Hints
Cost per minute of meeting
 Announce the adjournment time right when meeting
start
 Set rule for Debate
 Have a meeting standing up
 Schedule all internal meetings for 30 minutes or
less, unless a key decision must be made.


23. Helpful Meeting Hints

Start and end the meeting on time

Complete meeting summary and send it out same
day

Have fun