Agenda Chapter 8 – Leaders Manage Meetings Chapter 9 – Leaders Manage Compensation Programs Review Questions Next Week

Hospitality and Restaurant Management Leaders Manage Meetings 8

Chapter Learning Objectives Explain the need for meetings to be effectively managed. Describe procedures for planning effective meetings. Explain procedures for conducting effective meetings. Suggest procedures required to evaluate and follow up on meetings.

Your recent experience Why did you attend the meeting? Why did you think the meeting was ineffective? What would you have advised the meeting facilitator to do to improve the meeting? What did you learn from the experience that might help you be a better meeting planner in the future?

Why do people hate meetings?

Meetings Can Be Unpopular No understood goal – leaders unprepared. Participants are unprepared. Many meetings are too long. Too busy. People are not focused; others are disruptive. Information is confusing. Many people do not say what they think.

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

Types of Meetings Information meetings Problem-solving meetings Brainstorming meetings Action meetings

What type of meeting shall I call???? Update on construction process Planning for Hall of Fame catering event Roll out of new Vision, Mission & Values Discuss low ratings from the Health Dept. Address options for signage for customers coming to events at SCC

Steps in Meeting Process

1. Identify Meeting Objectives Planning a Meeting 1. Identify Meeting Objectives Business objectives should be identified. Feedback should be obtained from managers and employees who will attend the meeting. 2. Determine Attendees Only those absolutely necessary to objective

Planning a Meeting - continued 3. Develop the Agenda Agenda—topics to be covered at a meeting Meeting “basics” Meeting objectives Agenda topics Time frames for each agenda topic Concluding activities

PLANNING A MEETING – CONTINUED 4. Plan 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

Questions? Do you feel icebreaking activities such as these are helpful in getting employees to know one another? How important is it that those individuals who attend meetings also feel like they are part of a team? What are some other ways a manager might make all employees within an operation feel like they are part of the same team?

PLANNING A MEETING – CONTINUED 5. Pre-meeting Activities and Assignments What, if any, pre-activities 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 pre-assignments?

PLANNING A MEETING – CONTINUED 6. Schedule 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.

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

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

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

Tactics for a Successful Meeting Arrive early. Use a sign-in sheet. Start on time. U:\Leadership\Chapter 8 resources\Meetings Lateness.pdf Use and follow an agenda.

Tactics for a Successful Meeting, continued Understand the purpose and objectives of the meeting. U:\Leadership\Chapter 8 resources\Meeting feedback.pdf Identify action items and make assignments. End on time. U:\Leadership\Chapter 8 resources\Meetings Ending.pdf Use evaluation information for improvement.

Ground Rules for Meetings Examples Promptness Conversational courtesies U:\Leadership\Chapter 8 resources\I Was Just Kidding.pdf Breaks Interruptions Rotation of routine tasks Question and answer periods

LET’S PRACTICE Setting Ground Rules Activity – page 236 Rank rules individually from 1-10 (10 least important) Discuss as a group and come to consensus on a group ranking

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. Encourage participation from everyone.

Challenges in facilitating meetings U:\Leadership\Chapter 8 resources\It Won't Work.pdf

Techniques for dealing with negative people Don’t argue with them Listen to them State your concerns regarding their behavior Set boundaries and help refine their delivery Redirect their energy and challenge them

One final assessment  What is your style as a meeting leader? Quick Quiz Mary G. McIntyre – www.yourofficecoach.com

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.

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.

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

One last case Chapter 10 resources\The Flashbacks.pdf

How Would You Answer the Following Questions? A manager does not need to facilitate each meeting. (True/False) Managers should establish ground rules for meetings. (True/False) Minutes should be circulated within two weeks of the meeting date. (True/False)

How Would You Answer the Following Questions? 4. Meetings that share communication such as status reports, updates, orientation and training are examples of what type of meetings? A. Action B. Brainstorming C. Information D. Problem-solving

How Would You Answer the Following Questions? 5. The weekly meeting is called and the manager asks a server to have his customers take a survey to ask how the food has been so they can review the progress of some recent changes. This is an example of a(n) A. meeting a goal B. warm-up activity C. agenda item D. action item

CHAPTER LEARNING OBJECTIVES— WHAT DID YOU LEARN? Explain the need for meetings to be effectively managed. Describe procedures for planning effective meetings. Explain procedures for conducting effective meetings. Suggest procedures required to evaluate and follow up on meetings.

360˚ EVALUATION Did you learn anything new about yourself? Was this a valuable exercise?

Next Week Chapter 10 – Employee Retention and Terminations Exam Review