Meeting Management Ezequiel Conil Section 3

Overview What meetings are What meetings are The purpose of meetings The purpose of meetings Different types of meetings Different types of meetings How to effectively manage meetings How to effectively manage meetings Why managing meetings is important Why managing meetings is important Examples of meetings Examples of meetings Exercise for the day Exercise for the day

Meetings Meeting Meeting - To come together with a specific purpose at a particular time. Meeting Management Meeting Management - Effective management of meeting in an organization

Why People Meet in Groups For the diversity of a group For the diversity of a group Group vs. individual problem solving Group vs. individual problem solving Promotes cooperation amongst co-workers Promotes cooperation amongst co-workers Increased motivation to complete tasks Increased motivation to complete tasks

How Meeting Management Can Be Important to You? Benefits of Meetings Benefits of Meetings - People can communicate on an open platform - Ideas are expressed and discussed - Allow for employees to demonstrate creativity and problem solving ability

Different Types of Meetings slide 1 of 5 General General Decision Making Decision Making Development Development Information Information

Different Types of Meetings slide 2 of 5 General General - Presentations - Give information - Discuss issues - Examine problems

Different Types of Meetings slide 3 of 5 Decision Making Decision Making - Gather opinions, facts, and ideas from group to reach a decision - Examine problems and come up with solutions

Different Types of Meetings slide 4 of 5 Development Development - Create new ideas - Expand on undefined concepts, strategies, and theories - Get more ideas on earlier projects

Different Types of Meetings slide 5 of 5 Information Information - Disseminate information on new issues - Provide new instructions or teachings - Simulate real situation for practice purposes

How to Effectively Manage Meetings slides 1 of 6 Have an Agenda Have an Agenda Define meeting objectives Define meeting objectives Following the outlined activities on the agenda Following the outlined activities on the agenda Apply the process techniques Apply the process techniques Keeping the minutes of the meeting Keeping the minutes of the meeting

How to Effectively Manage Meetings slides 2 of 6 Agenda Agenda - A list or outline of things to be considered or done Necessary to keep members on track Necessary to keep members on track Have a general timeframe that agenda items will take Have a general timeframe that agenda items will take Distribute before meeting to allow employees to prepare Distribute before meeting to allow employees to prepare Should be flexible Should be flexible

How to Effectively Manage Meetings slides 3 of 6 Define meeting objectives - What is to be accomplished at this particular meeting - Why is a group effort needed - Give a time frame for everything that needs to be done

How to Effectively Manage Meetings slides 4 of 6 Following the outlined activities on the agenda Following the outlined activities on the agenda - Have a facilitator - Make sure enough time is allotted for each area - Do not leave anything uncovered

How to Effectively Manage Meetings slides 5 of 6 Apply the process techniques Apply the process techniques - Brainstorming - Silent writing down of ideas - Parking lot - Post-its - Verbal

How to Effectively Manage Meetings slides 6 of 6 Keeping Minutes of the meeting Keeping Minutes of the meeting - Notes of what was discussed during the meeting - Important to know what was accomplished

Why Managing Meetings is Important To maintain order To maintain order Executing the agenda in a timely fashion Executing the agenda in a timely fashion Effectively going through the agenda Effectively going through the agenda Achieving the results sought after in the meeting Achieving the results sought after in the meeting

Examples of Meetings slide 1 of 4 People Meet for… People Meet for… - Work - School - Community - Any other mass communication need

Examples of Meetings slide 2 of 4 In Work Situations In Work Situations - Boss to Employee - Department to Department - Boss to Department - Employee to Employee - Guest to Company

Examples of Meetings slide 3 of 4 School Situations School Situations - Principal to Teacher - Teacher to Student - Principal to Student - School Board to Parents - Guest to Students

Examples of Meetings slide 4 of 4 Situations in the community and other large masses - Church - Court - Speeches - Rallies - Etc.

How to Involve Everyone in Meeting Management Think of what the senior class should give as their class gift Think of what the senior class should give as their class gift Think of two gift ideas alone Think of two gift ideas alone Get in a group and share your ideas to the rest of your group Get in a group and share your ideas to the rest of your group Gather all the information and form one solution for the group Gather all the information and form one solution for the group Is this solution better than what you would have come up with alone? Is this solution better than what you would have come up with alone?

Meeting Management Meetings are used in many ways in the world today. The only way that meetings can be made effective is if they are managed correctly. Meetings are used in many ways in the world today. The only way that meetings can be made effective is if they are managed correctly.

Bibliography Source: Foster, S. Thomas, Managing Quality: An Integrative Approach. Upper saddle river, NJ: prentice hall inc, Source: Foster, S. Thomas, Managing Quality: An Integrative Approach. Upper saddle river, NJ: prentice hall inc, Source: Merriam-Websters Collegiate Dictionary. Springfield, MA: Merriam-Webster inc, Source: Merriam-Websters Collegiate Dictionary. Springfield, MA: Merriam-Webster inc, Source: Ewbank, Henry L., Meeting Management. Dubuque, Iowa : W. C. Brown Co Source: Ewbank, Henry L., Meeting Management. Dubuque, Iowa : W. C. Brown Co Source: Talbot, Randy, Meeting Management : practical advice for both new and experienced managers based on an expert's twenty years in the "wonderful wacky world" of meeting planning. McLean, VA : EPM Publications, Source: Talbot, Randy, Meeting Management : practical advice for both new and experienced managers based on an expert's twenty years in the "wonderful wacky world" of meeting planning. McLean, VA : EPM Publications, 1990.