2. FLOW
I. Definition
II. Importance
III. The Different Steps to Follow For an Effective
MeetingPlan
1.
Outcomes
2. Consider
Attendees an
3. Produce
Agenda
4. Get Meeting off to a
Good Start
5. Facilitating/
6.
Chairing
Contributing
7. After the
Meeting
3. I. DEFINITION
An effective meeting is a meeting which is held to
achieve certain goals that can be achieved best
through discussion between two or more
individuals on a predetermined topic.
4. II. Importance
W achieve a goal that
e
could be achieved best by
bringing team members to sit
down and discuss or
understand a topic collectively.
W gain team experience
e
5. III. The Different Steps to Follow For an Effective
Meeting
1. Plan
W Outcomes want ?
hat outcomes do you
. To inform
. To generate ideas/Discussions
. Make a decision
How will these outcomes best be achieved?
6. III. The Different Steps to Follow For an
Effective Meeting
2. Consider
Attendees
- Draw up a guess list
-W hat are their expectations
-W hat Preparation do they need to do
- Key stakeholders /Decision makers/Experts
- Their level and motivation to attend
-W hat issues may they have
-W hat style suits group
- Role/Chair/Minutes taker
7. III. The Different Steps to Follow For an Effective
Meeting
3. Produce an
Agenda
- Consider priorities
- Attach outcomes to agenda items
- Consider sequence
- Allocate time to each item
- Circulate in advance
8. III. The Different Steps to Follow For an Effective
Meeting
4. Get Meeting off to a Good Start
- Set the scene/create the atmosphere
-Introduction/ Clarify different roles &
responsibilities
- Agenda review/ make purpose/ Outcomes
clear
- Establish ground rules
- Start with a positive if possible
9. III. The Different Steps to Follow For an Effective
Meeting
5. Facilitating/Chairing
- Manage the discussion
- Encourage Contributions
- Ask open questions
- Be neutral
- Keep everyone on track with the agenda
10. III. The Different Steps to Follow For an Effective
Meeting
6. Contributing
- Be clear about the your role
- Notice the game people play
- Explore ideas from different perspectives
- Avoid blaming
- Consider position around the table
11. III. The Different Steps to Follow For an Effective
Meeting
7. After the Meeting
- Minutes /Action point
- Circulate as soon as possible
