Managing Meaningful Meetings. Meetings are part and parcel of modern day work. However, meaningful meetings are a rare occurrence. This presentation provides insights into Meaningful meetings.
2. Need to Meet- Purpose
Clarity to confusion to clarity
The purpose of meeting is to arrive at
decisions in a group.
There is a clarity about the need to
take decisions and some directions,
Yet some aspects of the decision-
making is not clear. Consultations are
needed with members of the meeting
to arrive at decisions.
3. Need to Meet- Purpose
• Collective experience adds more
than individual experience
• Building on the ideas and
experiences of many increases
synergy and creativity
• Productivity, quality and
efficiency improve or are
enhanced
4. Need to Meet- Purpose
Sometimes live meetings
are not necessary
• Alternatives:
– Mail ( Letter)
– Email
– Telephone
Multiple Meetings or
follow-up meetings
5. Meetings occur for a number of
reasons where participants are
called upon to:
Make decisions
Share information
Plan work
Learn from one another
Create buy-in
Solve problems
Meeting Types
6. Meeting Components
• Pre Meeting Process
– Prepare Agenda papers
– Notify the Members
– Prepare the Place
• During Meeting
– Hold the Process
– Note the actions
• Post Meeting
– Prepare Minutes
– Follw up on actions
7. Pre-Meeting Preparation
State the Purpose
Select the Participants
Select the Location
Develop An Agenda
Inform Participants
Is this meeting the best way to achieve my purpose?
9. Meeting Planning - Agenda Setting
1. Identify the Problem
2. Analyze the causes of the
problem
3. Suggest Possible Solutions
4. Evaluate the solutions
5. Select the best solution
10. Meeting Planning - Agenda Setting
AGENDA:
a written document with critical
information to get the right people
together at the same time to accomplish a
common Desired Outcome(s).
11. Meeting Planning :
Creating the Agenda
What is the critical information?
This is the stuff you need to do at the meeting in order to
accomplish your Desired Outcome(s).
Presentations
Activities, etc
Who are the right people?
Can this person help reach the Desired Outcome(s)?
13. Meeting Planning
INFORM THE PARTICIPANTS
Notice to Participants
1. Meeting Date – Time – Place
2. Meeting Purpose and Desired
Outcome
3. Meeting Items Needed
4. Participants are expected to bring
5. Meeting Length
6. What is provided?
(Meals,snacks,etc.)
14. Meeting Planning: Assigning Roles
Leader
Establishes Direction
Works to Decision
Ensures Action
Ensures Accountability
Facilitator
Keeps on Track
Ensures Participation
Keeps it Positive
Establishes Trust
Sticks to Agenda
Resource Person
Recorder
Time-keeper
17. OPENING A MEETING
ESTABLISH A FRIENDLY
ATMOSPHERE:
• Arrive Early
• Room Setup
• Equipments
• Room Temperature
• ***Make People Comfortable
18. OPENING A MEETING
OPEN WITH ATTENTION-GETTER:
• Avoid Dry Openings
• Great Opener sets the tone of the meeting
BRING EVERYONE UP-TO-DATE:
• What has happened so far
• Brief review and update
• Inform everyone what is happening
19. OPENING A MEETING
INTRODUCE THE SITUATION OR PROBLEM:
• What is the problem
• Why is this important
• How the participants can help
STATE THE PURPOSE OF THE MEETING:
Write it on a Clipboard or a Flipchart
rather than announce
20. OPENING A MEETING
WELCOME THE GROUP:
• Briefly Welcome Everyone
• Guests
• Special Dignitaries
EXPLAIN A METHOD OF DISCUSSION:
•Establish a Plan
•Problem- solving or Brainstorming
•Group Discussions
21. HANDLING THE MEETING
1. GET EVERYONE PARTICIPATING
Ideal vs. Realistic
Participation
State that you need help
Invite Cooperation
Someone Specific
Compliment an Individual
PROMOTE AN OPEN ATMOSPHERE
Be Sincere
Be Congruent (Body matches words)
Avoid Evaluating or Being Judgemental
Smile and Nod (Proper Stance)
22. HANDLING THE MEETING
ASK QUESTIONS
• Questions are Effective
• But you must use effective questions
Questioning Techniques
• Guide the course of discussion
• To Clarify Thinking
• To Reach Agreements
• To Involve quiet participants
• To obtain Information
• To Limit or end discussion
23. HANDLING THE MEETING
TEST POSSIBLE SOLUTIONS
• Review all suggestions
• Get Participant`s opinion
WORK ON CONSENSUS VS VOTING
– Majority & Minority
– Voting should be avoided
– Consensus – emphasizes the whole
group
24. HANDLING THE MEETING
1. PLAN FUTURE
ACTION
– Discussion - Results
in – Proposed
Solution
– Follow – up – Tasks
Assigned
– Results of the
Meeting
25. Handling The Meeting
SUCCESSFUL LEADER QUALITIES
• Poise (Stand – Confident)
• Sensitivity
• Impartiality
• Tact
• Sense of Humour
• Good Judgement
• Good Listening Skills
26. Handling The Meeting
What’s Up?
What possible resistance could there be?
Why?
What else might need consideration?
What potential concerns are there?
What else might I need to know?
27. Handling The Meeting
ACT B.I.G.
• Describe the BEHAVIOR
as you’ve seen and heard it
• Describe the IMPACT of the behavior
what it’s done to you, others, or
what resulted from the act
• Explain the GROWTH
need to get a positive outcome
28. HANDLING THE MEETING
Challenging Behaviors
• The Over-Participator
• Self-Appointed Spokesperson
• Doting on Displeasure
• Readily Repetitive
• I’m Important
• The Aggressive-Participator
• Sideshow Barking
• Enormous Emoting
• Constant Combating
• Know-it-all
• The Under-Participator
• “I have better things to do…”
• “Excuse me for a minute…”
• I’ll have to check on that…”
• “Could you do it?”
29. HANDLING THE MEETING
Functional Behaviors
• Contributing
– Suggest ideas
– Offer facts, speculations and solutions
– Provide information relevant to the issue
• Clarifying
– Paraphrase, explain, ask clarifying questions, seek additional ideas &
connect one idea to another
• Supporting
– Praise, encouragement, agreement, open communication
• Mediating
– Seek to understand other’s point of view
– Attempt to reconcile differences, “referee”
30. HANDLING THE MEETING
Characteristics of Facilitation
• Protects participants self-esteem
• Understands and senses group energy and
productivity and acts accordingly to keep ideas
flowing and energy up
• Monitors the pace and quality
• Helps summarize and prioritize content
• Moves group to consensus & to define and assign
next steps
32. CONCLUDING THE MEETING
• Some Note of Positive Accomplishment
• Participants shouldn`t feel – Time Wasted
Step Closing Sequence:
1. Indicate time to conclude
2. Review the problem briefly
3. Summarize the progress made
4. Emphasize agreements
5. Inform of developments
6. Thank the group
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