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11
DR. DEEPA SETHIDR. DEEPA SETHI
22
“People holding specific jobs have to cooperate to get a specific task done…..We meet because knowledge and experience needed in a specific situation are not available in one head, but haveto be pieced together out of the knowledge and experience of several people.
Peter Drucker
“People holding specific jobs have to cooperate to get a specific task done…..We meet because knowledge and experience needed in a specific situation are not available in one head, but haveto be pieced together out of the knowledge and experience of several people.
Peter Drucker
33
EVERYDAYEVERYDAY
83 million83 million
People People attend attend
11.5 million11.5 million
Meetings!!Meetings!!
44
CHARACTERISTICS OF CHARACTERISTICS OF NEGATIVE MEETINGSNEGATIVE MEETINGS
Drifting off the subjectDrifting off the subjectPoor preparationPoor preparationQuestionable effectivenessQuestionable effectivenessLack of listeningLack of listeningVerbosity of participantsVerbosity of participantsLengthLengthLack of participationLack of participation
55
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WHAT ARE PEOPLE LOOKING WHAT ARE PEOPLE LOOKING FOR IN EFFECTIVE MEETINGSFOR IN EFFECTIVE MEETINGS
Allow all attendees to participateAllow all attendees to participateDefine a meeting’s purposeDefine a meeting’s purposeAddress each item on the agendaAddress each item on the agendaAssign follow up actionAssign follow up actionRecord discussionRecord discussion Invite only essential personnelInvite only essential personnelWrite an agenda w/time framesWrite an agenda w/time frames
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Phases of Meeting Phases of Meeting ManagementManagement
PreparationPreparationFacilitationFacilitationFollow upFollow up
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BEFORE MEETINGBEFORE MEETING
1.1. Determine tasksDetermine tasks
2.2. Define outcomesDefine outcomes
3.3. Determine actionsDetermine actions
4.4. List participants, guests, rolesList participants, guests, roles
5.5. Set timeframeSet timeframe
99
(Contd.)(Contd.)
6.6. Finalize logistics – Room, Finalize logistics – Room, equipment etc.equipment etc.
7.7. Create agendaCreate agenda
8.8. Communicate Communicate
9.9. Set upSet up
10.10. Prepare yourselfPrepare yourself
1010
WHAT IS AGENDA?WHAT IS AGENDA?
Agenda = Master Plan Of Meeting To Be Agenda = Master Plan Of Meeting To Be Circulated In Advance Circulated In Advance
Limit the number of agenda items - 3 to 6 is Limit the number of agenda items - 3 to 6 is goodgood
Don’t dwell on the past, focus on actions and Don’t dwell on the past, focus on actions and decisions that will affect the futuredecisions that will affect the future
Present “opportunities” not problemsPresent “opportunities” not problems Allocate ample time – allow time for Allocate ample time – allow time for
questions and discussionquestions and discussion
1111
(Contd.)(Contd.)
Include sufficient detail in the agenda Include sufficient detail in the agenda so that participants understand what so that participants understand what is to be accomplished and so they is to be accomplished and so they can prepare adequatelycan prepare adequately
Assure the first topic unites the Assure the first topic unites the group and then handle the most group and then handle the most difficult items early in the meetingdifficult items early in the meeting
Circulate the agenda before hand Circulate the agenda before hand and invite suggestionsand invite suggestions
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What to includeWhat to include
Title of the meetingTitle of the meetingTime and locationTime and locationTheme and definition – what is meeting Theme and definition – what is meeting
about and what are topicsabout and what are topicsAttendees and identify who will lead the Attendees and identify who will lead the
meetingmeetingTopics including a brief title and short Topics including a brief title and short
description of the problem or goal you description of the problem or goal you hope to achieve.hope to achieve.
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Components of Good Components of Good MeetingsMeetings
InformInformDiscuss/decideDiscuss/decideRecognizeRecognize
1414
Information Information
Progress
Important dates
Facts
1515
Discussion/DecisionDiscussion/Decision
StrategiesStrategies Ideas Ideas Project planningProject planning
1616
AT MEETINGS AT MEETINGS Arrive early and double-check all logistical Arrive early and double-check all logistical
arrangements arrangements Bring duplicate copies of materials for participants Bring duplicate copies of materials for participants
who did not receive them or who left them at who did not receive them or who left them at home; bring extra copies for visitors home; bring extra copies for visitors
Start on time even if some members are not Start on time even if some members are not present present
Stay on time, if at all possible. If the timeframe Stay on time, if at all possible. If the timeframe looks impossible to maintain, get group to looks impossible to maintain, get group to consciously consider changing agenda to maintain consciously consider changing agenda to maintain timeframe timeframe
Follow the agenda, both in content and time Follow the agenda, both in content and time allocation, unless new information or an allocation, unless new information or an emergency warrants alteration emergency warrants alteration
1717
(Contd.)(Contd.)
Ensure that important decisions are recorded Ensure that important decisions are recorded accurately accurately
Determine clearly who will be held responsible Determine clearly who will be held responsible for what delegated actions for what delegated actions
Set timeframe for reporting back on actions Set timeframe for reporting back on actions that are delegated that are delegated
Strive to make decisions rather than deferring Strive to make decisions rather than deferring or avoiding controversial items: if it is or avoiding controversial items: if it is important, it won't go away; if it is not important, it won't go away; if it is not important, you shouldn't waste any more time important, you shouldn't waste any more time with it with it
Strive for participation from all attendees Strive for participation from all attendees Set time, date, and location of Set time, date, and location of
next meeting (if required)next meeting (if required)
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POST MEETINGSPOST MEETINGS
Restore roomRestore roomEvaluate meetingEvaluate meetingPrepare minutesPrepare minutesContact on action itemsContact on action items
1919
MINUTES MINUTES Minutes should have date, time, place, and nature Minutes should have date, time, place, and nature
of meeting. of meeting. Names of Members present and members absent Names of Members present and members absent
is recorded is recorded Special invitees are welcomed and their presence Special invitees are welcomed and their presence
recorded recorded Subject discussed, resolution passed in the Subject discussed, resolution passed in the
meeting must be clearly recorded. meeting must be clearly recorded. Meeting should proceed with items on agenda Meeting should proceed with items on agenda Voting if done should mention total number of Voting if done should mention total number of
members, no. who favored the proposal, no. who members, no. who favored the proposal, no. who abstained, and no. who were against the proposal. abstained, and no. who were against the proposal.
Minutes are record of action so no further Minutes are record of action so no further sanction is required for action to be taken by sanction is required for action to be taken by those responsiblethose responsible
2020
BeginningsBeginnings What makes for a positive beginningWhat makes for a positive beginning
Can do attitudeCan do attitude No-nonsense agendaNo-nonsense agenda An understanding that the meeting will get the An understanding that the meeting will get the
job donejob done What makes for a negative beginningWhat makes for a negative beginning
Chairperson arrives lateChairperson arrives late Chairperson not preparedChairperson not prepared Meeting room not readyMeeting room not ready Participants arrive lateParticipants arrive late Meetings frequently interrupted for phone Meetings frequently interrupted for phone
messagesmessages Participants not ready, fumbling their way Participants not ready, fumbling their way
through discussionsthrough discussions
2121
Leading meetingsLeading meetings
Opening and closing a meetingOpening and closing a meeting Open with a brief statement of the purpose Open with a brief statement of the purpose of the meetingof the meeting
Do not start with a long statement, rambling into Do not start with a long statement, rambling into the subjects backgroundthe subjects background
If background information is required ask If background information is required ask participants to provide it. Make sure those asked participants to provide it. Make sure those asked are briefed in advance so they can be preparedare briefed in advance so they can be prepared
Do not present personal opinionsDo not present personal opinions Close with a short summaryClose with a short summary
““from what was said we all feel that…” and ask from what was said we all feel that…” and ask participants if they agreeparticipants if they agree
The purpose is to arrive at a conclusion that is The purpose is to arrive at a conclusion that is agreed upon and understood by participantsagreed upon and understood by participants
2222
(Contd.)(Contd.)
Conclude with:Conclude with:Actions or decisions. Relate them to be stated Actions or decisions. Relate them to be stated
meeting objectivemeeting objectiveReview the participant’s expectations for the Review the participant’s expectations for the
meeting. Were they met?meeting. Were they met?Clarify what is to happen next, who is to carry it out, Clarify what is to happen next, who is to carry it out,
and what form the report, if any, will takeand what form the report, if any, will take If another meeting is required the leader has to If another meeting is required the leader has to
mention it at this pointmention it at this pointAssure the participants that meeting minutes will Assure the participants that meeting minutes will
follow within one to two days and will include agreed-follow within one to two days and will include agreed-upon action itemsupon action items
2323
Participating in a meetingParticipating in a meeting The primary responsibility is to contributeThe primary responsibility is to contribute Expectations are to find flaws in poor ideas, Expectations are to find flaws in poor ideas,
expand on ideas, and contribute fresh ideasexpand on ideas, and contribute fresh ideas Question the need for your attendance, if you Question the need for your attendance, if you
don’t see the reason for participation call the don’t see the reason for participation call the meeting organizermeeting organizer
Do your homework in advance, understand the Do your homework in advance, understand the purpose of the meeting and the agenda itemspurpose of the meeting and the agenda items
Speak up-when disagreements arise. Inquire Speak up-when disagreements arise. Inquire about the other person’s view to make sure about the other person’s view to make sure there’s no misunderstandingthere’s no misunderstanding
Emphasis should be on problem solvingEmphasis should be on problem solving Do not interrupt the speaker in the middle of a Do not interrupt the speaker in the middle of a
thought to insert a new ideathought to insert a new idea
2424
(Contd.)(Contd.)
Never surprise the boss. If you have a new Never surprise the boss. If you have a new proposal to offer be sure to review it with him or proposal to offer be sure to review it with him or her before the meetingher before the meeting
Presenting a new idea:Presenting a new idea: Think it through before presenting itThink it through before presenting it Present the essential thought in the first sentence or twoPresent the essential thought in the first sentence or two Show the major benefits and the plus points; and also Show the major benefits and the plus points; and also
the weaknessesthe weaknesses Show how the benefits outweigh the minusesShow how the benefits outweigh the minuses Be prepared to defend the idea; understand it’s Be prepared to defend the idea; understand it’s
vulnerable points; have answers readyvulnerable points; have answers ready Lay out not only the idea but also possible Lay out not only the idea but also possible
implementation methodsimplementation methods
2525
NON-VERBAL LISTENING SKILLS FOR NON-VERBAL LISTENING SKILLS FOR MEETING FACILITATORMEETING FACILITATOR
Good Eye Contact- Indicates your interest in what Good Eye Contact- Indicates your interest in what people are sayingpeople are saying
Body Positioning - Expresses your attitude and Body Positioning - Expresses your attitude and energyenergy- - Too casual may indicate lack of commitmentToo casual may indicate lack of commitment- Folded arms and closed body positioning may Folded arms and closed body positioning may
leave impression that you are inflexibleleave impression that you are inflexible
Facial Expressions - Can say more than words. Facial Expressions - Can say more than words. Watch how you affirm or react to comments that Watch how you affirm or react to comments that are madeare made
Silence - Allow for it! Silence - Allow for it!
2626
Categories of Categories of ParticipationParticipation
UnderUnderOverOverDistractingDistractingEffective Effective
2727
2828
Eager Eager
SummarizeSummarize
Ask othersAsk others
2929
Obstinate Obstinate
Involve others on issuesInvolve others on issues
Discuss issues laterDiscuss issues later
3030
Dampener Dampener
Ask for solutionsAsk for solutions
3131
Argumentative Argumentative
Find areas of agreementFind areas of agreement
Get opinions of othersGet opinions of others
3232
Inarticulate Inarticulate
Paraphrase Paraphrase
Don’t correctDon’t correct
3333
Side ConversationalistSide Conversationalist
Call on frequently for answers Call on frequently for answers
and opinionsand opinions
3434
RamblerRambler
Summarize main Summarize main pointspoints
Stay on trackStay on track
3535
SilentSilent
Ask directed Ask directed questionsquestions
Compliment on Compliment on involvementinvolvement
3636
Inattentive Inattentive
Ask for opinionAsk for opinion
Don’t embarrassDon’t embarrass
3737
IMPROVE YOUR ABILITY TO DEAL IMPROVE YOUR ABILITY TO DEAL WITH DIFFICULT MEMBERSWITH DIFFICULT MEMBERS
Listen, but do not debateListen, but do not debate Talk privately with members who Talk privately with members who
continually exhibit disruptive behaviourscontinually exhibit disruptive behaviours Turn negative behaviours into Turn negative behaviours into
positive contributions positive contributions Encourage the group to share the Encourage the group to share the
responsibility for handling difficult responsibility for handling difficult membersmembers
Don’t take it personallyDon’t take it personally Try different strategies, small groups/pairsTry different strategies, small groups/pairs
3838
IDEAS FOR CREATIVE MEETINGSIDEAS FOR CREATIVE MEETINGS
Change presentation styleChange presentation style
Change standard meeting locationChange standard meeting location
Create a leadership opportunity and Create a leadership opportunity and allow a staff member to run a meetingallow a staff member to run a meeting
Make meetings playfulMake meetings playfulStart meeting with an icebreakerStart meeting with an icebreakerHold a stand up meeting!Hold a stand up meeting!
3939