OH 10-1 Agenda Review Your Learning – Chapter 9, page 221 Article Reviews – Problem Solving Chapter 10 – Planning & Conducting Effective Meetings Test Your Knowledge

OH 10-2 Planning and Conducting Effective Meetings Hospitality and Restaurant Management 0 OH

OH 10-3 Chapter Learning Objectives Identify different meeting types. Describe steps in planning a meeting, including its agenda. Identify ground rules for successful meetings. Describe steps to conduct meetings.

OH 10-4 Meetings Can Be Unpopular Participants are unprepared. Many meetings are too long. People are not focused; others are disruptive. Information is confusing. Many people do not say what they think.

OH 10-5 The Manager and Effective Meetings The manager must be prepared for meetings. To be prepared, the manager must effectively plan meetings.

OH 10-6 Types of Meetings Information meetings Problem-solving meetings Brainstorming meetings Action meetings

OH 10-7 Steps in Meeting Process

OH 10-8 Meeting Objectives Business objectives should be identified. Feedback should be obtained from managers and employees who will attend the meeting.

OH 10-9 Developing the Agenda Agenda—topics to be covered at a meeting Meeting “basics” Meeting objectives Agenda topics Time frames for each agenda topic Concluding activities

OH Meeting Warm-Up Activities Quick, interactive activity to prepare attendees to focus on the meeting and its objectives Examples Introductions Team-building activities Training activities

OH Premeeting Activities and Assignments What, if any, preactivities or assignments must be completed? Should the activities be completed before or during the meeting? How much time and what materials and instructions will be required for the preassignments?

OH Scheduling the Meeting A carefully planned agenda will indicate the time required for the meeting. When scheduling, consider available times of those who must attend. Meet during slow business volume times.

OH How Would You Answer the Following Questions? 1. Meeting objectives should be planned ( before/after ) employees to attend the meeting are identified. 2. Every meeting will require pre-meeting activities and assignments. ( True/False ) 3. Agendas ( are/are not ) required for “routine” meetings. 4. Employees who will attend a meeting ( should/should not ) provide input about it.

OH Conducting Meetings Careful planning for this meeting will not be wasted if the manager properly conducts it.

OH Responsibilities of the Meeting Facilitator Determining whether topic discussion should continue or should be addressed later Keeping track of allowed time Refocusing the group, if necessary Remaining neutral when managing the discussion of sensitive topics Preventing meeting domination by any person Bringing closure to agenda topics

OH Tactics for a Successful Meeting Arrive early. Use a sign-in sheet. Start on time. Use and follow an agenda.

OH Tactics for a Successful Meeting continued Understand the purpose and objectives of the meeting. Identify action items and assignments. End on time. Use evaluation information for improvement.

OH Ground Rules for Meetings Examples Promptness Conversational courtesies Breaks Interruptions Rotation of routine tasks Question and answer periods

OH Focus on Agenda Items Each agenda item should be considered, and, if necessary, action items should be identified. Action items should be assigned to someone who must complete the assignment by a deadline.

OH Closing the Meeting All action items should be identified and reviewed to assure that there are no misunderstandings about responsibilities. A schedule for the next meeting should be established. The facilitator should summarize the meeting.

OH Meeting Evaluation Purpose—determine what worked well and change things that did not. Evaluations can be written or oral. Evaluations should be short and concise.

OH Meeting Minutes Minutes should focus on three types of information: Decisions made Action items Open “parking” lot issues

OH How Would You Answer the Following Questions? 1. A manager does not need to facilitate each meeting. ( True/False ) 2. Managers should establish ground rules for meetings. ( True/False ) 3. Pre-agenda items should be action items. ( True/False ) 4. Minutes should be circulated within two weeks of the meeting date. ( True/False )

OH Key Term Review Action item Action meetings Agenda Brainstorming meetings Call/emergency meetings

OH Key Term Review continued Facilitator Ground rules Information meetings Meeting Minutes

OH Key Term Review continued Next steps Parking lot Planning Problem-solving meetings Warm-up activity

OH Chapter Learning Objectives— What Did You Learn? Identify different meeting types. Describe steps in planning a meeting, including its agenda. Identify ground rules for successful meetings. Describe steps to conduct meetings.