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Basic Management of Meetings

PRESENTED BY - DINESH BAHL

SAHNI NATARAJAN BAHL

[email protected]

August 27, 2003


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5Ws + H

Why do you need a meeting?

When should it be held I.e. immediately ?

Who needs to attend the meeting ?

Where should meeting be held ?

What do you want to achieve from themeeting?

How should meetings be conducted ?

Institute of Chartered Accountants ofIndia

Slide No. 3Dinesh Bahl

Sahni Natarajan & BahlBasic Management of Meetings


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Need of a meeting

Can the issue be solved without holding the

meeting - CANCEL IT

Cost of meeting

(Salary cost + overhead cost) / No.of working

hours) * Duration of meeting

Cost benefit analysis

Possible misuse of the opportunity





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Purpose of meeting

Purpose of meeting

Impart Information

Issuing instructionAddressing grievance

To comply with legal requirements

Making or implementing decisions

Generating creative idea

Presenting proposal for discussion





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Types of meetings

Formal meetings Morning meetings

Plant meetings

Board meetings

Standing committee

Sub Committee

Public meetingsConference

External meetings

AGM / EGM





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Types of meetings

Informal Meetings

Impromptu meetings

Reaching quick decisions

Make urgent announcements

Small informal meeting

For discussing, problem solving and giving

feedback.

Brainstorming sessions

Small number of people from various backgrounds





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Choose rig

ht type of meeting

MAKI

CI IO

eed quick decision Impromptu

Involve recurring business matter Formalequire discussion or authorization at the

highest level

oard

equire authorization rom the shareholders AGM or GM

ENCOU AGE

I EAS

Need creative ideas to be discussed In ormal

N

eed resh ideas to be generated quickly rainstormingNeeds reports on issues to be considered,

discussed and prepared

Formal


Slide No. 8

Dinesh Bahl



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Preparing for a Meeting


Slide No. 9

Dinesh Bahl



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Intimation

Preparing an Agenda Deciding the Location

Seating Arrangement


Slide No. 10

Dinesh Bahl



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Difference Between

Notice/ InvitationPersonal / general


Slide No. 11

Dinesh Bahl



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Agenda Compilation

Which items need to be discussed and in what detail

Refer to minutes of previous meetings Assign time limit to each issue

Keep it as short and simple as possible i.e.singlesheet

Logically group similar items Start with housekeeping matters

Current issues

Any other business or time for next meeting


Slide No. 12

Dinesh Bahl



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Agenda

Structuring and distribution

All participants need to know what is expected

of them

Time allocation on generous side. No overruns

Circulate draft agenda to other participants for

comments, additions or approval. Re circulate final agenda


Slide No. 13

Dinesh Bahl



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Locating a meeting

Recognizing your need

Deciding on site Hiring

Legal concerns

Physical factors

Not too comfortable

Noise levels and soundproofing

Heating and ventilation and Light


Slide No. 14

Dinesh Bahl



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Locating yo

u

r meetingV ENUE FACTORS

Y R FFICE ( Your work

station)

Your authority may be enhanced

S B RDINATES FFICE May boost status or morale of a

sub ordinateN SITE M EEETIN G R M Avoids issue of company hierarchy

that can arise when meeting at

individual office.

FF SITE MEETING R M Neither party dominates on home

ground

Can be useful if secrecy is

importantCONFERENCE CENTRE For large gatherings

Can provide technical support

OUT OF TOWN To make both parties comfortable

and to adds a pinch of casualness

to the proceedings


Slide No. 15

Dinesh Bahl



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Locating yo

u

r meeting

Avoid Pitfalls

More people attend than expected

Fewer people attend than expected - EMPTY

SPACES

Air conditioning

Technical difficulties

Lack of support services


Slide No. 16

Dinesh Bahl



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Locating yo

u

r meeting

Points to remember

Unfamiliar venues should be visited atleast once before

the meeting

Speakers need to know where thermostats and light

switches are located

All facilities should be clearly sign posted

Seats should be tested for comfort by sitting in them


Slide No. 17

Dinesh Bahl



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L

ocating you

r meeting

Video conferencing

Tele conferencing

Chat rooms

Benefits

Reduce cost of meeting Avoid travel cost

Cost of time saved on travel


Slide No. 18

Dinesh Bahl



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Managing conferencing Factor time zones

First time - Learn to use the system

Making a call - Dial one or two minute in advance

Identify yourself by name and greet each person by name

Repeat your name every time you speak

Mention the name of the receiver - To whom intended

Factor for time delays

Let one person speak at a time Stick to your role : leading? Facilitating? Lurking

If a party becomes disconnected - person who initiatedshould redial


Slide No. 19

Dinesh Bahl



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S

eating participants

One to one meetings

Supportive - Right angles of the table

Collaborating - Same side of the table

Confronting - Sit on opposite sides of the table

Seating groups

Confronting opposition

Indicating hierarchy

Discussing freely


Slide No. 20

Dinesh Bahl



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O

ne toO

ne Meeting

Supportive Collaborative Confronting

Right Angles Same Side


Slide No. 21

Dinesh Bahl



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S

eating in Grou

ps

Chairman sitsbetween the

team members

Chairman sit at the

head of table

Chairman may sit

anywhere

CONFRONTING

OPPOSITION

INDICATING

HIERARCHY

DISCUSSING

FREELY


Slide No. 22

Dinesh Bahl



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S

eating

Using tactical seating

Opponents

Not next to each other

In corner surrounded by supporters

Similar ideas - Eye contact

Undecided Opposite to supporters - to influence them


Slide No. 23

Dinesh Bahl



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O

ther practical iss

u

es

Organizing a venue

Check all audio visual aids before meeting

The speaker must never be in dark - NEVER

Book for more time than you need

Check that room is tidy before and after the meeting

Ensure that special dietary needs are catered for

Public transport availability

Parking space


Slide No. 24

Dinesh Bahl



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O

th

er practical issu

es

Providing writing aids

Using breaks tactically

Serve tea coffee on the table only

Participants move to someplace else

Holding large meetings

Entry and exits

Sufficient seating

Public address system


Slide No. 25 Dinesh Bahl



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Ru

nning You

r Meetings Effectively

Give a lot of thought on why the group has been

formed and its objectives: is it to investigate,

recommend,

implement,

respond to crisis, bring people together,

gain commitment,

develop people,

force a resolution of a long standing problem

Forming the Team:





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Ru

nning You

r Meetings Effectively

If you have choices, think about the skills you

might need

Be aware of people's agendas

what goals individuals have

who just wants to get by Time constraints people have

work/class hours where people live

who works well with whom

Forming the Team:





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D

efine working procedures and relationships

Frequency and nature of meetings

Are sub-groups required

Ground rules for communication and decision

making within the group and between meetings

Ground rules for decision making and conflict

resolution

Schedules and deadlines for accomplishing

subtasks and for completing the final reportSlide No. 28 Dinesh Bahl




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D

efine working procedures and relationships

Ground rules for dealing with sensitive

issues; agreement on which ones requireinvolving other people

Procedures for monitoring and reporting

progress, both within the task force and to

others

Explicit processes for critiquing and

modifying task force working proceduresSlide No. 29 Dinesh Bahl




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C

ondu

cting a Meeting Opening Meetings

Start on time

Welcome attendees and thank them

Review the agenda at the beginning of each meetingand giving the participants time to understand andaccept them

Note that the meeting recorder if used will take minutes

and provide them back to each participant Model the kind energy and participation needed by

meeting participants

Clarify your role in the meeting





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Conducting a Meeting

Establishing ground rules for meeting

Four powerful ground rules are participate, get focus,maintain momentum and reach closer

Closing meetings

End meeting on time and with a positive note

Review actions an assignments

Clarify that meeting minutesa and/or actions will bereported back to the members in at most a weeks time





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Opening Meetings

Start on time

Welcome attendees and thank them

Review the agenda at the beginning of each meetingand giving the participants time to understand andaccept them

Note that the meeting recorder if used will take minutes

and provide them back to each participant Model the kind energy and participation needed by

meeting participants

Clarify your role in the meeting





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Establishing ground rules for meeting

Four powerful ground rules are participate, get focus,maintain momentum and reach closer

Closing meetings

End meeting on time and with a positive note

Review actions an assignments

Clarify that meeting minutesa and/or actions will bereported back to the members in at most a weeks time





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Attending a Meeting





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Attending a Meeting

Think Ahead

Identify people who might try to hijack the meetings

and anticipate their argumentsCanvass support from possible allies in advance

Study all the material that has been circulated in

advance

Items of interest in a meetingWhat outcomes would be acceptable

How to minimize your time





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Attending a Meeting

Gathering information

Reading publications

Consulting experts

Research on other attendees

Identify Opposition

Authority behind opponents

Negotiate a compromise if possible

REACH ON TIME





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Listening to others

Listen attentively - Do not interrupt

Aware of your body language when listening

Identify and note down areas of agreement and

disagreement

Tailor your contribution to reflect what you have

heard. Do not allow personal and professional prejudices

deafen you





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Choice of Audit concerns to be escalated to the

AuditCommittee

Non achievement of business objectives

Financial irregularities/frauds

Statutory non-compliance

Non-adherence to critical management

instructions/boards resolutions Deficiencies in business critical processes





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Choice of Audit concerns to be escalated to the

AuditCommittee

High potential risk areas

Going concern issues

Defects in the schedule of authorities (includingboard approvals)

Defects in the organization structure

Areas where policy guidelines are required to be

issued

Open issues between Auditor and executive

management





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Board Tips for AuditCommittee Presentation

Contents

Size of problem

Positive tone

Corrective action

Constraints must be specifically pointed out

Main slide to have supportive slides

Supportive data/evidence/annexure/documents

to be ready for display if required





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Board Tips for AuditCommittee Presentation

Etiquette

Introduction of self and team members

Carry visiting cards

Always address your observation and

comments to the Chairman

Always seek permission of the Chairmanbefore speaking

Do not be loud and aggressive





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BestPractices to be followed

Speak in confident tone

Give direct short and to the point replies

Accept all suggestions gracefully

Do not intervene in a debate unless until

required

Never oppose the views of another

professional





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BestPractices to be followed

On contingencies issues, opt for an offline discussions

with the promise to send the minutes of these

discussions to the committee

Any instances of the bonafide of the company officials

being suspect please ask the Chairmans permission

for an in camera opportunity

Do not raise issues regarding your own discomfort in

this forum

Take notes of the discussion and the committee

directions





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Minutes

Writing Minutes

Content

Time and place of meeting

Names of attendees All items presented

All decisions, agreements, disagreements , deadlines agreed

and appointment made

Write up minutes straight after the meeting

Style

Unbiased , concise style and accurate

Number each point

Order of minutes follows order of agenda


Slide No. 44 Dinesh BahlSahni Natara an & Bahl



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Minutes

Distribution, Approval and Follow up Distributed within day or two of a meeting

Minutes approved by the chairman/ concerned parties

Follow up on decisions noted in the minutes with the

concerned person.


Sahni Natarajan & Bahl



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Closing a meeting

Conclude any other Business

Summarize discussions and recap decisions

Ensure all decisions are recorded in writing

Inform participants of time and venue of next

meeting if any

Ensure that any outstanding item are noted forinclusion at the next meeting

THANK EVERYBODY FOR ATTENDING



Sahni Natarajan & Bahl



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THANK YOU

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Meetings Sent To