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Conducting Effective Meetings

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Presentation on theme: "Conducting Effective Meetings"— Presentation transcript:

1 Conducting Effective Meetings

2 Agenda Why have a meeting? What Effective Meetings look like
4 Points to Meeting Effectiveness 3 Things to Remember

3 Death by Meeting Survey of 1000 managers indicated that 33% of time spent in meeting was wasted time. These managers estimated they spent 17 hours per week in meetings. What do meetings cost? Calculating the Meeting Value Metric

4 4 Points to Meeting Effectiveness
Prepare Communicate Control Document

5 4 Points: Prepare What is the purpose of the meeting?
What would happen if you didn’t have this meeting? What are the desired outcomes for the meeting? Make sure all the participants are prepared.

6 4 Points: Prepare Prepare the Agenda Clearly understood purpose
Desired outcomes articulated Decide what will be on the agenda Decide how much time will be required for each item Who is invited? Date, time & place Distribute all relevant information in advance Do not give people things to read during the meeting – circulate it in advance.

7 4 Points: Communicate Inform the participants
The purpose for the meeting What will be discussed and why What preparation is required in advance What the desired outcomes are Prepare and distribute an agenda in advance Distribute the Ground Rules in advance when appropriate

8 4 Points: Control Meeting Process Start on time
Review agenda and adjust if necessary Assign roles Review ground rules Stick to time guidelines Encourage equality in participation End on time or early when possible Do a process check at the end of every meeting

9 4 Points: Document Capture ideas on a white board or a flip chart
Shows participants that you are listening The process of writing clarifies thoughts Keeps you on the agenda: Parking lots Assigns responsibility publicly Avoids repetition Writes your minutes for you Keep an Action List Record main discussion points and decisions for future reference

10 3 Things to remember Insist on a structure or format
There must be outcomes or follow up action Everyone must take responsibility for an effective meeting

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