1. CONDUCTING AN EFFICIENT MEETING

2. Content: Characteristics of effective meetings Goals of the meeting
Chair
Agenda and meeting minutes
Format
Place, atmosphere, room set up
Time
People and group dynamics
Tools for running the effective meeting
Analysis and Follow up
To do checklist: before, during &after the meeting

3. Why do I need this knowledge?

4. Every day
83 million people attend
11.5 million meetings

8. Where and when do I use it?

10. Types of meetings

12. Meetings Are NOT Good For:
Updates: If the flow of information is one way, send an instead.
Getting slackers on track: Berating or embarrassing people in front of their peers doesn't improve motivation, and it wastes everyone else's time. Have a one-on-one conversation instead.
Getting everyone on your page: If there's disagreement about a project, approach team members individually and find out what they need to move forward. In a group setting, they might gang up on you.
Whipping up enthusiasm: Motivation is a daily management challenge, not a one-time fix. If your team is losing steam, find out why in private conversations and address each person's issues separately.

13. CHARACTERISTICS OF NEGATIVE MEETINGS
83% -- Drifting off the subject
77% -- Poor preparation
74% -- Questionable effectiveness
68% -- Lack of listening
62% -- Verbosity of participants
60% -- Length
51% -- Lack of participation

14. CHARACTERISTICS OF EFFECTIVE MEETINGS
88% -- allow all attendees to participate
66% -- define a meeting’s purpose
62% -- address each item on the agenda
59% -- assign follow up action
47% -- record discussion
46% -- invite only essential personnel
36% -- write an agenda w/time frames

15. BEFOR THE MEETING: PREPARATION
Define the purpose of the meeting and the outcomes
Choose the appropriate format and atmosphere to meet the goal
Define who is going to be the Chair & the Minutes keeper
Do the Timing in advance – first things first!!!
Determine who should be there - people
Develop an agenda
Distribute the agenda prior to the meeting
Inform participants of any necessary preparation
Reserve a room, appropriate equipment
Decide on appropriate set up

16. WHY do we hold the meeting? The goal is….

17. Format of the meeting Change presentation style
Change standard meeting location
Establish a “parking lot”
Make meetings playful
Start meeting with an icebreaker
Hold a stand up meeting

18. INFORMATION AGENDA NCLUDES:
Meeting date, time, location
General information - with short explanation to those specific points
Agenda/minutes approvals what will be discussed and decided
Information needed and who is responsible for
Agenda items with background/goals
Summary/ Assignments
Timing (importance, not urgency)
Order (logical sequences)

19. WHY IS AN AGENDA IMPORTANT??
Prepares chairman
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational tool

20. LOGISTICS TO CHECK Provide electronic copy of agenda to Chair
Ensure copies are available at the meeting
Is the room set properly
Audio visual
Number of seats

21. ROLE OF THE CHAIRMAN Open and close the meeting
Clarify the goals/contract with the team about the expected outcome and process
Recognize attendees who wish to speak
Remain neutral
Summarize discussion and future action
Maintain order and keep timing

22. Role of the Participant
Speak your mind freely.
Don't fight over the ownership of ideas.
Listen thoughtfully and critically to others.
Don't monopolise the discussion
Don't let the discussion go away from you
Take part in friendly disagreement.
Come to meetings with questions in mind.
Strike while the idea is hot.
Be action-minded:
Try to develop in yourself the art of listening

23. DURING THE MEETING Communication: Group dynamics
Tools for running the effective meeting

24. CONDUCTING MEETINGS Start on time
Review the agenda/obtain agreement on the meetings objectives and goals, revise agenda if necessary
Volunteer or assign minutes taker (if appropriate)
Summarize, assign and agree on responsibilities and establish target dates for completion
End on time
HAVE SOME FUN!!

25. IMPROVE YOUR ABILITY TO DEAL WITH DIFFICULT MEMBERS
Listen, but do not debate
Talk privately with members who continually exhibit disruptive behaviors
Turn negative behaviors into positive contributions
Encourage the group to share the responsibility for handling difficult members
Don’t take it personally
Try different strategies, small groups/pairs

26. Disruptive Behavior Coming in late Argumentative Side Conversation
Reward and thank those who were there on time.
Keep temper in check and model for group. Find some merit in points made. Speak in private.
Avoid sarcasm. Restate last comment made. Explain to group the need to hear information.

27. Disruptive Behavior II
Losing Focus
Griper
Won’t Talk
Implement “parking lot” for divergent ideas. Restate purpose of discussion.
Point out what can and can’t be changed. Ask group for ideas on how to best operate.
Examine what motivates them. Ask for their opinion.

28. NON-VERBAL LISTENING SKILLS
Good eye contact- Indicates your interest in what people are saying
Body positioning- Expresses your attitude and energy
-Too casual may indicate lack of commitment
-Folded arms and closed body positioning may leave impression
that you are inflexible
Facial expressions- Can say more than words. Watch how you affirm or react to comments that are made
Silence- Allow for it!

29. Exercise for the Chair
To call attention to a point that has not been considered:
To question the strength of an argument:
To get back to causes
To question the source of information or arguments:
To suggest that no new information is being added:
To call attention to the difficulty or complexity of the problem:
To register steps of agreement (or disagreement):
To bring the generalising speaker down to earth:
To handle the impatient, cure-all member: "
To suggest that personalities be avoided:
To suggest that some are talking too much:
To suggest the value of compromise:
To suggest that the group may be prejudiced:
To draw the timid, but informed member into the discussion
To handle a question, the leader can't answer:
To encourage a speaker to address the whole group, not just the leader:
To cut off a speaker who is too long‑winded: "
To take the play away from a verbose member: "
To help the member who has difficulty expressing himself:
To encourage further questions by friendly comment
To break up a heated argument:

30. CLOSING A MEETING State conclusions reached Summarize assignments
Give staff manager next meeting requirements

31. AFTER THE MEETING Analysis of the meeting Meeting minutes
actions and discussions that took place are fresh in the writer’s mind
committee members may rely on receipt of minutes before they implement promised actions
Communication
send electronic version of minutes to the staff manager
Follow up on agreed points

32. PREPARING MINUTES
Follow the format of the meeting agenda and include:
The title, date/location of meeting, and time called to order
an accurate summary of the decisions and conclusions reached
the assignments that were made
the follow-up action required
time of adjournment and notice of the next meeting date, time and location

33. THANK YOU
Thank you for your time and attention
Do GREAT things!