Chairing Meetings Efficiently

Presented by: MFDate: 05.05.2011

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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.

5

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?