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11
Death by MeetingLecture 7.3
University of Alberta
ALES 204
Nancy Bray
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Housekeeping
Assignment #2 Questions
Labs next week: bring a copy of your fact sheet for peer review
Guest lecture on Monday - no PowerPoint!
Practice speeches - start week of March 11
Second half of ALES 204
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Lecture Outline
1.How to write a business letter
2.What are meetings?
3.How do meetings work?
4.How can you make meetings better
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1. How to write a business letter
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DateRecipient address
Salutation
Body
Closing
Signature block
Enclosure
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2. What are meetings?
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The bad news...
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Boring lectures will
be replaced with
boring meetings
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11 million meetings/day in the U.S.
62 meetings/months for average professionals
37% of employee time spent in meetings
professionals estimate 50% of meetings are a waste of time
31 hours a month lost to unproductive meetings
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Professionals admit to... Daydreaming (91%)
Missing meetings (96%)
Missing parts of meetings (95%)
Bringing other work to meetings (73%)
Falling asleep (39%)
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Professionals complain that... They don’t know why they were invited
The presenter reads from the PowerPoint slides.
Meetings last too long
The flow of the meeting is disturbed by technology
No problems are ever solved
Employees are told what is wrong, but no chance to input
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A meeting is: A group of people thinking purposefully together to
Exchange and evaluate information
Solve problems
Resolve conflicts
Inspire
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Why meet?
In-person discussion could help
Read non-verbal behaviour
Fair decision-making is difficult on e-mail
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Types of meetings
Informal Formal
• Spontaneous• Conversation• “Water Cooler”
• Planned• Legal consequences
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Types of meeting
Less formal More formal•Water cooler•Stand ups•Daily or weekly updates
•Monthly planning
•Annual Planning
•Shareholder’s meeting
•Board meeting•Parliamentary meeting
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Rules of order
Robert’s Rules of Order
Parliamentary Rules of Order
Informal Formal
Increased use of formal meeting procedures (rules of order)
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Robert’s Rules of Order Used by 85% of organizations in the U.S.
Rules determine: who can speak what type of motions can be put forward
how many people are needed to make a decision
the process to make decisions
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3. How do meetings work?
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The main characters The Chair
The Administrator (secretary, minute-taker)
Meeting participants
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The Chair should: Communicate the purpose of the meeting
Direct the conversation during the meeting and make sure that timing is respected
Give the group a sense of security
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Chair must decide S- Situation (time/place)
P- Purpose (goals)
A- Audience (who)
M- Method (way to accomplish goal)
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The Agenda
The Chair is responsible for setting the agenda (written program)
Agenda set in advance
Chair gets agenda items from meeting participants
Sends out agenda before meeting
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Agenda should include
Time/Venue
Who will not be able to attend (absences/regrets)
Minutes of previous meeting
Matters arising from previous meeting
Other items to discuss
Reports from sub-committees
Guest speakers
Date/venue for next meeting
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Date and time
Agenda items
Follow up
Discussion items
New business
Next meeting
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Tips:
Most difficult items should be placed in the middle third of the meeting
No longer than 90 minutes
Allocate time for each item
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Opening the meeting
Start on time
State purpose of the meeting
Make introductions
Announce procedures and timings
Discuss one item at a time
Finish on time
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Managing the meeting
Diverting tangents
“That’s an interesting idea, but I don’t think we’re advancing our goals.”
“We’re talking about a new topic- do we want to swap out an agenda item to continue discussing it?”
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Managing the meeting
Getting to the right input:
Manage dominant personalities Give credit for ideas Manage quiet members Don’t dismiss ideas or take sides Look out for disparaging comments When questions are asked of you- turn it back to the group
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Managing the meeting
Aim for consensus
Make a note of open items
Summarize the action items at the end of the meeting
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https://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre
ExampleA meeting turns into chaos because of a poor chair
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The Administrator Assists the chair in planning the meeting
Takes care of the logistics for a meeting (i.e., room, time, food)
Takes minutes during the meeting
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Title
Attendees
Action Items
Next meeting
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Title
Chair
Meeting agenda
Discussion items
Summary of discussion
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List of minute elements
Title of Group / project Date / location / time Present: List all those present. Apologizes: List all those who gave apologizes. Review of minutes from last meeting. Include date and time that minutes were accepted
Discussion items Action items Other business items Date, time, chair of next meeting
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How to take minutes Taking minutes
https://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu
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The Participants Drama Queen
The Grouch / Silent One
One-Track Mind
Peter PowerPoint
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Drama Queen
Interrupts
Brings up the worst-case scenario
Self-appointed spokesperson
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How to handle the drama queen
Re-focus to the topic at hand
Focus the attention on someone who does not speak as often
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The Grouch
Crossed arms
Eyes rolling
No comments
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How to deal with the grouch Call on this person
Ask if they have a different opinion
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One-track mind Wants to be acknowledged
Says, “But let’s remember...”
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How to handle one-track mind Acknowledge the importance of the issue
Summarize the steps to resolve the issue
Keep to the agenda
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Peter PowerPointReads from his long-winded PowerPoint slides word for word
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How to handle Peter PowerPoint
Set limits on PowerPoint (number of words on slide)
Don’t allow PowerPoint at all
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Can meetings get better?
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Why meetings fail
The meeting is unnecessary
The meeting is held for the wrong reason
The objective of the meeting is unclear
Lack of preparation
The wrong people are there
Lack of proper control
Poor environment
Poor timing
No follow up
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Remember
Every meeting is unique
A meeting’s success judged by the actions which result
Managing the meeting is everyone’s responsibility
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Shake things up
If a meeting isn’t necessary, don’t have one.
Try different and “new” types of meetings
Look for and provoke sources of legitimate conflict
Take notes
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Take away
Meetings are important form of communication
Don’t waste participants’ time
Know your role
Take responsibility for the productivity of the meeting no matter which role you play
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