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Chapter 8: Effective Meetings
© McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Meetings Are common Are costly Are not always productive Contribute to organization’s culture © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Types of Meetings Information-sharing Problem-solving or Decision-making Ritual activities © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Types of Meetings Virtual Meetings Teleconferences Videoconferences © McGraw-Hill Higher Education. All rights reserved.
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Planning Problem-Solving Meeting
When to Hold Meeting Task is beyond one person’s capacity Information Time Interdependent tasks © McGraw-Hill Higher Education. All rights reserved.
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Planning Problem-Solving Meeting
When to Hold Meeting More than one decision or solution Likely to have misunderstandings or reservations © McGraw-Hill Higher Education. All rights reserved.
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Planning Problem-Solving Meeting
Setting Agenda Topics covered in meeting Questions to ask: Tasks in meeting Important conversations Information to begin © McGraw-Hill Higher Education. All rights reserved.
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Planning Problem-Solving Meeting
Setting Agenda Agenda items Time, length, location Participants Background information © McGraw-Hill Higher Education. All rights reserved.
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Planning Problem-Solving Meeting
Setting Agenda Agenda items Items and goals Result-oriented Specific Realistic Pre-meeting work Order of agenda items © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Beginning Identify goals Provide background Show how group can help Preview meeting Identify time constraints © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Parliamentary procedure Use when: External audience interested in decisions Haste may obscure thinking Strong emotions © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Parliamentary procedure Order of business Reading minutes Reports Unfinished business New business Motions © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Participation Use Nominal Group Technique Have members take turns © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Participation Use questions Overhead Direct Reverse Relay © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Keeping discussions on track Remind group of time pressure Summarize and redirect discussion Use relevancy challenges Promise to address good ideas later © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Keeping positive tone Ask questions Paraphrase Check understanding Allow for elaboration © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Conducting Business Keeping positive tone Enhance value of comments Acknowledge idea’s merits Explain your concerns Build on idea or ask for suggestions Pay attention to cultural factors © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Concluding When to close meeting: At scheduled closing time Group lacks resources to continue Agenda has been covered © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Conducting Meeting Concluding How to conclude Signal ending time Summarize accomplishments and future actions Thank group © McGraw-Hill Higher Education. All rights reserved.
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© 2013 McGraw-Hill Higher Education. All rights reserved.
Following Up Meeting Build agenda for next meeting Follow up on other members Complete your assignments © McGraw-Hill Higher Education. All rights reserved.
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