Post on 15-Dec-2014
description
Chairing Meetings Efficiently
Presented by: MFDate: 05.05.2011
04/10/2023
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Agenda
Creme’s internal meeting model
5 minutes
Meeting purposes, objectives and structure
5 minutes
How to set up a meeting
10 minutes
Meeting tips 5 minutes
Meeting benefits 5 minutes
Summary and discussion
15 minutes
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Aim of Presentation
• To identify ways to make meetings within Creme more effective and efficient.
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Our Current Internal Meeting Model
• 9.30am Nutrition SCRUM• 9.50am Gemini SCRUM• Weekly meetings with line Managers• Project based meetings- Gemini, Food4Me etc.• Prospect based meetings- Kick off preparations• We have a clearly focused model with different
objectives set for each type.
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Meetings for Different Purposes
The daily check in
• 5 Minutes• Stand up
The weekly tactical
• 45-90 minutes
• Progress review
The monthly strategic
• 2 hours per topic
• Analyze• Debate• Decide
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Meeting Objectives
• Plan• Gather information• Generate ideas• Give feedback• Find solutions • Reach agreements• Decide on outcomes for each agenda item
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Structure for Conducting Efficient Meetings
1. Set a time that works2. Set an agenda, take minutes and attendance3. Appoint a time keeper4. Distribute any written material in advance5. Set up time to summarise-
▫ Reconfirm tasks, next dates and decisions made
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Setting up a Meeting
• Do you know the purpose of the meeting?
• Do you know the difference in function between the different teams present?
• Are you aware of the objectives or the expected outcome that should happen at the next meeting?
• POST: Purpose, Objective, Scope, Time
• POSTAD TV: Priorities, Outcomes, Sequence, Timings, Agenda, Date, Time, Venue
To make our meetings more effective, we
need to have multiple types of meetings, and
clearly distinguish between the various
purposes, formats, and timing of those
meetings.
-Patrick Lencioni Death by Meeting
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How to set up a Meeting.......
Define a Purpose•The reason to plan a meeting•Expected outcome•Invite key people
Prepare an agenda•List items for discussion•Timings•Accountability
Set up the meeting•Use of calendar•Availability of all participants- acceptance or non-acceptance•Link with external participants•A tool for clear communication throughout
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Meeting Logistics
• Make sure the room is a comfortable area▫ Able to see and hear▫ Nice temperature
• Reserved for an agreed date and time (email)• Send out meeting reminders and agenda in
advance• Check other needs; TV, overhead projector,
flipcharts, refreshments etc..
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Meeting Decisions
• Stay on the agenda item• Allow both sides the opportunity to dispute• If you disagree with a decision, don’t stay
quiet▫ State your concerns courteously, clearly and
constructively
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Enhancement Tips
• Establish the meeting purpose • Focus on 3 main thoughts or ideas you wish to
bring to the presentation• Those who create the agenda control the
meeting- allow for shared ownership• Strong opening and closing relating to focus
points.• Call to Action- The next steps for each
participant need to be concluded.• Listen
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Benefits of Effective Meetings
• To save time• Increase motivation and productivity• Solve problems quickly• Create new ideas and initiatives• Carries more meaning compared to written
word• Ensures better use of resources• Spread accountability
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Efficient Meetings Summary
• Purpose• Plan• Communicate• Time• Focus• Next actions recap
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Questions?