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

2. Hospitality and Restaurant Management
Leaders Manage Meetings 8

3. 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.

4. 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?

5. Why do people hate meetings?

6. 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.

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

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

9. 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

10. Steps in Meeting Process

11. 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

12. 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

13. 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

14. 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?

15. 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?

16. 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.

17. 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.

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

19. 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

20. 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.

21. 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.

22. 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

23. 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

24. 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.

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

26. 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

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

28. 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.

29. 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.

30. 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

31. One last case
Chapter 10 resources\The Flashbacks.pdf

32. 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)

33. 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

34. 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

35. 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.

36. 360˚ EVALUATION
Did you learn anything new about yourself?
Was this a valuable exercise?

37. Next Week
Chapter 10 – Employee Retention and Terminations
Exam Review