MEETINGS

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69GENERAL PROFICIENCY

A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction.

Meetings are tools for accomplishing work.

The work to be done can include decision making, information gathering or problem solving.

Introduction

Meetings may be distinguished from other gatherings like..

• chance encounter• a party or the company of friends• demonstration• a sports game or a concert

Meetings must be well organised

A successful meeting begins with good preparation.

CATEGORIES OF MEETING

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

Most of the meetings can be classified into one of three types based on the purpose of the meeting…

Information giving Information taking Problem solving

Leader does most of the talkingPurpose is to provide clear and complete

informationInformation must be well-organized, concise and

understandableQuestions and group discussions are usually

helpfulLeader may present facts, demonstrate a work

procedure, introduce new policy, or give a motivational talk

Information Giving Meetings

Sometimes called as an advisory meetingLeader or team is seeking data, ideas, facts or

opinionsTeam members draw upon the knowledge,

experience, and insight of those in the meetingOpen, honest discussion is essential to the success

of an information taking meetingAll team members encourage discussion and ask

open-ended questions

Information Taking Meetings

Require back and forth communication between team members

The necessary background information is providedTeam members suggest ideas and explore

possibilities

Problem Solving Meetings

TYPES OF MEETINGS

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

There are seven types of meetings in an organization…

Regular staff meetings Project team or Group meetings Cross-departmental meetings Problem solving meetings Information-sharing or update meetings Combination meetings Ad Hoc meetings

PROCESS OF MEETING

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

Selecting Participants

The decision about who is to attend depends on what you want to 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's overall purpose and why their attendance is important.

Selecting Participants

Follow-up your call with a meeting notice

Send out a copy of the proposed agenda along with the meeting notice.

Have someone designated to record important actions, assignments and due dates during the meeting.

Developing Agendas

The Agenda serves as a roadmap for the participants

The Agenda should be organized

Develop the agenda together with key participants in the meeting.

In the agenda, state the overall outcome that you want from the meeting

Keep the agenda posted at all times.

Ask participants if they'll commit to the agenda.

Agenda should include..

TIME

• What is the sequence of topics?

• How much time can you allot to each?

TOPIC

• What items need to be discussed?

PROCESS

• How will these items be discussed?

• Who will be involved?

OUTCOME

• What is the goal of having this on the agenda?

Establishing Ground Rules for Meetings

The ground rules cultivate the basic ingredients needed for a successful meeting.

Four powerful ground rules are: Participate Be Focused Maintain Momentum Reach Closure.

If you have new attendees who are not used to your meetings, you might review each ground rule.

Keep the ground rules posted at all times.

Time Management

Time seems to run out before tasks are completed.

You might ask attendees to help you keep track of the time.(appoint a Time Keeper)

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

Evaluation of Meeting

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

Get feedback during the meeting when you can improve the meeting process right away.

Leave 5-10 minutes at the end of the meeting to evaluate the meeting

Have each member rank the meeting from 1-5Have the chief executive rank the meeting last.

EFFECTIVE MEETING

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69GENERAL PROFICIENCY

Decide on the purpose of the meeting.

Prepare and distribute an agenda.

Determine who needs to be at the meeting.

Determine the required length of the meeting.

Find a location and time for the meeting.

Confirmation.

Meeting Preparation

Attendance

Review minutes of previous meeting.

Review of the Agenda.

Statement of purpose and objectives.

Before Meeting

Each meeting should begin with the following activities..

Stick to the agenda

Take notes.

Defer items that cannot be effectively addressed.

Control dominating individuals

During the Meeting

Summarise

Set the agenda for the next meeting.

Evaluate the meeting

End on time!

Concluding the Meeting

Consolidate and distribute the minutes.

Thank guests.

After the Meeting

ROLES & RESPONSIBILITIES

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

Plan and prepare meetings.Assign actions and tasks.Lead team in discussions.The leader opens the meeting and then turns it over to the facilitator to lead.

Leader or Chairperson

Summarize the last meeting.Establish specific outcomes desired for the meeting.Appoint a time keeper and recorder.Review and clarify the agenda if necessary.Recognize attendees who wish to speakRemain neutralMaintain order

Facilitator

Establish group agreementsProtect against domination by a few individuals.Encourage participation by all membersTrack progress on the agenda. Summarize discussion and future actionBring conflicts to the surface. Call for breaks.Bring the discussion to close.

Capture the basic ideas of speaker, decisions and action items in writing

Responsible for preparing the minutesList key discussion points and decisions.Uses the recording method best for the situationCan stop and clarify the points.Circulate the notes after the meeting

Recorder

Track time according to the agenda

Give regular updates on timing to the group

Time Keeper

All other participants in a group are members.

Group members share responsibility with the other roles for the success of the meeting.

Group Member

Meeting Room Arrangements

Theater Style• Leader has great power by position. • Participation and interruption by audience is limited.

U-Shaped Style• Equality of membership.• No doubt of who the leader is.• Good visibility for visual aids.

Circle Style• Democratic: equality is stressed. • Great visibility by participants. • Obvious body language.• Excellent participation.

MINUTES

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

An official record of the proceedings of a meeting,A reminder of what happened at a meetingA permanent record of your team’s discussions and

progress.A basis for discussion of matters arising at the next

meetingGiven to members before the start of the next

meeting

What Are Minutes ?

Provides a historical record that can be used in future meetings for verification of decisions and as a reminder of events and actions.

can provide important information to absentees.help to keep everyone on track. avoids repetition of an issue which has been

documented.

Why Should a Team Take Minutes ?

• Narrative • Agenda Based• Summarize

Types of Minutes

Take written minutes and transcribe them after the meeting.

Record key points on a flipchart, chalkboard, or whiteboard

Tape-record the meeting and type up key pointsType the minutes directly onto a computer during

the meeting

What Are Different Ways to Take Minutes?

name of the group, place, time, and date of the meeting

names of committee members presentnames of committee members excused or absentkey items discussed in the order listed on the agendathe time the meeting was adjournedthe date, time, and place of the next meetingthe recorder’s name and signature

What should be included in the Minutes ?

Be as clear and concise as possible.Don’t try to write every single wordRemain neutral in your documentation.Follow the agenda exactly, with identical numbers and

headingsUse separate paragraphs for each item.Use short sentences if possible.Don’t worry about spelling and grammarnumber the pages of the minutes.

Some Tips for Taking Good Minutes..

TIPS FOR EFFECTIVE MEETING

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

Determine if the meeting is

necessary Set your

objectives

Allow only a minute for the

minutesStay on track

Watch the time

EFFECTIVE MEETING

Maintain control

Make your presentation interesting

RecapTake a break

Engage the participants E F F EC T I V E

M E E T I N G

FACTS

DATE: 20-02-2014 NO.OF ROLLS : 69NO.OF.PRESENT : 69

GENERAL PROFICIENCY

*Over 11 million business meetings are held every day in the U.S.

*Managers spend 30 to 70 percent of their office time in meetings.

*Most professionals attend around 62 meetings/month, with > 50% of these perceived as a waste of time. *A productive meeting of top managers costs thousands of

dollars per hour.*One successful company banned meetings between 9 a.m.

and 4 p.m.*Several companies have “meeting-free day” each week

THANK y u…