Meetings How many meetings do you attend each month & what are they?

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Presentation transcript:

Meetings How many meetings do you attend each month & what are they?

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What are the different “elements” that make a meeting? – That is, what do you need to be able to call an event a “meeting”?

There is a “POPE” model, which suggests that the four elements of a meeting are – PEOPLE, OBJECTIVE, PROCESS & ENVIRONMENT. POPE MODEL - PEOPLE –Consider the meetings that you attend regularly – how does the way that different people act in a meeting effect the outcome of those meetings? “A meeting is an occasion when people get together, some to say what they do not think, and others not to say what they really do.” (Vladimir Voinovich, Russian writer)

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POPE MODEL - OBJECTIVE In the meetings that you attend – are the objectives & expected outcomes of that meeting clearly defined from the outset? What are the advantages of doing this?

POPE MODEL - PROCESS In relation to the more “formal” meetings, what is the process that you use to set up and then to conduct that meeting?

POPE MODEL - ENVIRONMENT Where are the meetings held? What would you say are the issues that need to be addressed in relation to environment when setting up a meeting?

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Send agenda and pre-reading at least 3 days in advance. Give appropriate notice of absence. Arrive punctually. Keep to agenda; items and timing. Avoid side conversations. Listen. Participate. Be open and encourage ideas. Be willing to reach consensus. Critique ideas, not persons. Remember that all are equal during the meeting. Summarise at the end; not longer than 5 minutes. Finish punctually. Distribute minutes within 2 days. Suggested Meetings Process Principles Prior During After

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Meeting Management Goal What do you want to achieve? Roles Who will be Timekeeper, Scribe, and Facilitator? A meeting manager should have already arranged the meeting. Process How are you going to achieve your objectives? The last step of the agenda should be the meeting assessment.

Facilitator Reserve Views Give info where needed Set objectives Preparation Invite attendees Set time, date, venue Justify meeting Distribute pre-reading Arrange facilitator Manager Check people are not excluded Ensure process is maintained Check process is appropriate Check sequencing Contract setting Call for summary Identify group think

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