Description
The PPT explaining about how to manage the meetings in an organization.
Meetings Management
Reasons for meetings
? ? ? ? ? ?
?
?
To accept reports from participants To reach a group judgement To analyse or solve a problem To gain acceptability for an idea, problem or decision To achieve a training objective To reconcile conflicting views To communicate essential information to a group To generate new ideas or concepts
Meeting Management Importance
?
?
?
?
Badly managed meetings can waste an enormous number of working hours, simply because more than one person’s time can be wasted simultaneously!! Effective: Did the meeting achieve its purpose or intended outcome? Efficient: How well was the time managed? Enjoyable: Did you and others find it a positive or useful experience? Would you look forward to the next one?
Planning meetings
? ? ? ? ?
Effective planning -? Effective meetings Meeting objective Who should attend When and where will the meeting be held What materials, equipment, refreshments will be required
The agenda
? ? ? ? ? ? ?
Time / Length of the meeting Location of the meeting List of participants Subject of the meeting Background information Items to be covered Pre-meeting preparation
Leading Meetings
? ? ? ? ? ?
Start on time Opening remarks – set the right tone: serious and positive Review objective of the meeting as expressed as items in the agenda Get to business; move the first item Facilitate balanced participation among team members Deal patiently but assertively with aggressive members
Leading Meetings (contd.)
? ? ? ? ?
Use agenda to keep discussion on track Exercise strategic flexibility: if discussions productive don’t attempt to limit time on it If discussions need far more time, schedule another meeting Close at appropriate time Offer summary of what has been accomplished at the meeting and explain what will occur next
Meeting Map
1.
2.
Pre-meeting steps: Success of meeting and quality of decisions that come out of it depends very much on the preparation work that has been done. - planning and agenda setting - inviting the right people - liaising with the team leader - information gathering - defining roles & choosing the best venues. The opening: What you say and do in the first few minutes can have a powerful impact on the ease and effectiveness with which the rest of the meeting unfolds. - 25% of members not with you in first few minutes.
Meetings Map
3.
4.
Clarify Objectives: No matter how apparently obvious the objective, as meeting leader, you should never assume it is understood, or understood in the same way, by all the members. - The meeting discussion remains focused and on track - Prevents miscommunication and conflict - Quality decisions Clarify role of meeting leader: Ensures meeting members have realistic expectations and gives the leader permission to take action and intervene as needed.
Meetings Map
5.
Develop Meeting Agreements: Invite members to identify behaviours that must be consistently demonstrated by members if they are to meet their meeting objectives. We agree: - To participate fully - To keep our comments on track - To listen to all ideas - To keep our discussions confidential - To focus on how things work, rather than why they won’t work. - To ensure that no one dominates the discussion - To fully support all decisions made.
Meetings Map
6. 7. 8.
Describe the route: The meeting overview. Important for individuals who like to work in a structured environment. The Body: The reason for the meeting. Most work gets done here. Commitment to action and recap: An important step largely ignored in the need to wind up the meeting quickly. - Time discussions to leave sufficient time for this step - The group should return to each decision or outcome and ensure that the next steps have been captured, including who will do what and when.
Complaints about meetings
? ? ? ? ? ?
?
Agenda not sent earlier; purpose not clear Wrong people attending the meeting Facilities not appropriate Not following agenda; meeting off track Leader domineering / weak Participants unprepared; too much or too little contribution No outcome; decisions not implemented
Skills for effective meetings
? ? ? ? ? ? ?
Ability to identify objective and tasks Ability to identify correct stakeholders and experts to be invited to participate Ability to move the agenda forward while staying focused Ability to handle distracting and disruptive behaviour Ability to inspire innovative thinking and creative problem solving An understanding of appropriate roles in the meeting A repertory of methods for generating ideas, selecting logically and evaluating options
doc_847988431.ppt
The PPT explaining about how to manage the meetings in an organization.
Meetings Management
Reasons for meetings
? ? ? ? ? ?
?
?
To accept reports from participants To reach a group judgement To analyse or solve a problem To gain acceptability for an idea, problem or decision To achieve a training objective To reconcile conflicting views To communicate essential information to a group To generate new ideas or concepts
Meeting Management Importance
?
?
?
?
Badly managed meetings can waste an enormous number of working hours, simply because more than one person’s time can be wasted simultaneously!! Effective: Did the meeting achieve its purpose or intended outcome? Efficient: How well was the time managed? Enjoyable: Did you and others find it a positive or useful experience? Would you look forward to the next one?
Planning meetings
? ? ? ? ?
Effective planning -? Effective meetings Meeting objective Who should attend When and where will the meeting be held What materials, equipment, refreshments will be required
The agenda
? ? ? ? ? ? ?
Time / Length of the meeting Location of the meeting List of participants Subject of the meeting Background information Items to be covered Pre-meeting preparation
Leading Meetings
? ? ? ? ? ?
Start on time Opening remarks – set the right tone: serious and positive Review objective of the meeting as expressed as items in the agenda Get to business; move the first item Facilitate balanced participation among team members Deal patiently but assertively with aggressive members
Leading Meetings (contd.)
? ? ? ? ?
Use agenda to keep discussion on track Exercise strategic flexibility: if discussions productive don’t attempt to limit time on it If discussions need far more time, schedule another meeting Close at appropriate time Offer summary of what has been accomplished at the meeting and explain what will occur next
Meeting Map
1.
2.
Pre-meeting steps: Success of meeting and quality of decisions that come out of it depends very much on the preparation work that has been done. - planning and agenda setting - inviting the right people - liaising with the team leader - information gathering - defining roles & choosing the best venues. The opening: What you say and do in the first few minutes can have a powerful impact on the ease and effectiveness with which the rest of the meeting unfolds. - 25% of members not with you in first few minutes.
Meetings Map
3.
4.
Clarify Objectives: No matter how apparently obvious the objective, as meeting leader, you should never assume it is understood, or understood in the same way, by all the members. - The meeting discussion remains focused and on track - Prevents miscommunication and conflict - Quality decisions Clarify role of meeting leader: Ensures meeting members have realistic expectations and gives the leader permission to take action and intervene as needed.
Meetings Map
5.
Develop Meeting Agreements: Invite members to identify behaviours that must be consistently demonstrated by members if they are to meet their meeting objectives. We agree: - To participate fully - To keep our comments on track - To listen to all ideas - To keep our discussions confidential - To focus on how things work, rather than why they won’t work. - To ensure that no one dominates the discussion - To fully support all decisions made.
Meetings Map
6. 7. 8.
Describe the route: The meeting overview. Important for individuals who like to work in a structured environment. The Body: The reason for the meeting. Most work gets done here. Commitment to action and recap: An important step largely ignored in the need to wind up the meeting quickly. - Time discussions to leave sufficient time for this step - The group should return to each decision or outcome and ensure that the next steps have been captured, including who will do what and when.
Complaints about meetings
? ? ? ? ? ?
?
Agenda not sent earlier; purpose not clear Wrong people attending the meeting Facilities not appropriate Not following agenda; meeting off track Leader domineering / weak Participants unprepared; too much or too little contribution No outcome; decisions not implemented
Skills for effective meetings
? ? ? ? ? ? ?
Ability to identify objective and tasks Ability to identify correct stakeholders and experts to be invited to participate Ability to move the agenda forward while staying focused Ability to handle distracting and disruptive behaviour Ability to inspire innovative thinking and creative problem solving An understanding of appropriate roles in the meeting A repertory of methods for generating ideas, selecting logically and evaluating options
doc_847988431.ppt