Conducting Effective Meeting

8/9/2019 Conducting Effective Meeting

1/25

CONDUCTING EFFECTIVEMEETING

PRESENTER

MOH NOR USOP

1


2/25

MEETING IN ACTION…….

2

http://localhost/var/www/apps/conversion/tmp/scratch_1/officestress3.flvhttp://localhost/var/www/apps/conversion/tmp/scratch_1/officestress3.flv


3/25

INTRODUCTION

Meeting management tends to be a set of skills oftenoverlooked by leaders and managers.

Keep in mind that meetings are very expensive activitieswhen one considers the cost of labor for the meeting andhow much can or cannot get done in them. So takemeeting management very seriously.

3


4/25

SELECTING PARTICIPANTSThe decision about who is to attend depends on what you wantto accomplish in the meeting.

Don't depend on your own judgment about who should come.

If possible, call each person to tell them about the meeting, it'soverall purpose and why their attendance is important.

4


5/25

5

SCENARIO …..


6/25

6


7/257


8/258


9/25

9


10/25


11/25

11


12/25

DEVELOPING AGENDAS

Develop the agenda together with keyparticipants in the meeting.

The agenda should be organized so thatthese activities are conducted during themeeting.In the agenda, state the overall outcomethat you want from the meeting

Design the agenda so that participants getinvolved early by having something forthem to do right away and so they come ontime.

12


13/25

13


14/25

OPENING MEETINGSAlways start on time

Welcome attendees and thank them for their time.

Review the agenda at the beginning of each meeting

Clarify your role(s) in the meeting.

14


15/25

ESTABLISHING GROUND RULES

FOR MEETINGS

DODON’T

15


16/25

ESTABLISHING GROUND RULES FOR MEETINGS

16


17/25

ESTABLISHING GROUND RULES

FOR MEETINGSDon’t interrupt when another participant “has the floor”Don’t criticize the ideas of others

Remain open-minded and nonjudgmental

Everyone participates, no one dominates

Make compromises when necessary

17


18/25

ESTABLISHING GROUND RULES FOR MEETINGS

Complaints are okay whenthey come packaged with

a solution

18


19/25

19


20/25

TIME MANAGEMENT

One of the most difficult facilitation tasks is timemanagement -- time seems to run out before tasks arecompleted.

You might ask attendees to help you keep track of thetime.

If the planned time on the agenda is getting out of hand,present it to the group and ask for their input as to a

resolution.

20


21/25

EVALUATIONS OF MEETING

PROCESS

People will complain about a meeting being a completewaste of time -- but they only say so after the meeting

Get their feedback during the meeting when you canimprove the meeting process right away

Evaluating a meeting only at the end of the meeting isusually too late to do anything about participants'feedback.

21


22/25

EVALUATING THE OVERALL

MEETING

In a round-table approach, quickly have each participantindicate how they think the meeting is going.

Leave 5-10 minutes at the end of the meeting toevaluate the meeting; don't skip this portion of themeeting.

Have the chief executive rank the meeting last.

22


23/25

23


24/25

CLOSING MEETINGS

Always end meetings on time and attemptto end on a positive note.

At the end of a meeting, review actions andassignments, and set the time for the nextmeeting and ask each person if they canmake it or not (to get their commitment)

Clarify that meeting minutes and/or actionswill be reported back to members in atmost a week (this helps to keep momentumgoing).

24


25/25

THANK YOU

25

Documents

Conducting Effective Meeting