Overview What meetings are The purpose of meetings Different types of meetings How to effectively manage meetings Why managing meetings is important Examples of meetings Exercise for the day Overview of what is to be presented.

Meetings Meeting Meeting Management - To come together with a specific purpose at a particular time. Meeting Management - Effective management of meeting in an organization I used a regular dictionary to find the definition of my topic. I figured that its good to set the foundation to what I will be talking about. I also used the text book.

Why People Meet in Groups For the diversity of a group Group vs. individual problem solving Promotes cooperation amongst co-workers Increased motivation to complete tasks The different reasons that people choose to use group meetings. These are useful in a variety of places. Having different peoples views on certain issues is helpful to develop ideas in your head that you can not fully express.

How Meeting Management Can Be Important to You? Benefits of Meetings - People can communicate on an open platform - Ideas are expressed and discussed - Allow for employees to demonstrate creativity and problem solving ability Having effective meeting management strategies can benefit you by not only making you look organized, but also in saving time wasted by unnecessary topics that can arise in meetings.

Different Types of Meetings slide 1 of 5 General Decision Making Development Information Different types of meetings that are generally found in businesses. These are the basic type of meetings.

Different Types of Meetings slide 2 of 5 General - Presentations - Give information - Discuss issues - Examine problems This slide discussed what the General meetings are used for. This is for when a boss is presenting a new idea to the workers, giving their employees information on a topic, discussing important issues in the company, or examining problems that are occurring in the company.

Different Types of Meetings slide 3 of 5 Decision Making - Gather opinions, facts, and ideas from group to reach a decision - Examine problems and come up with solutions This slide discussed what the Decision Making meetings are used for. These are for when a group of workers are put together to solve a problem assigned to them or when the heads of the company need to decide on a issue. Other instances this type of meeting is used is when a new project is brought to the table.

Different Types of Meetings slide 4 of 5 Development - Create new ideas - Expand on undefined concepts, strategies, and theories - Get more ideas on earlier projects The development meetings are used to either modify old products/ideas or improve concepts that are upcoming in the company. This is usually used by either builders or creators of products in a company.

Different Types of Meetings slide 5 of 5 Information - Disseminate information on new issues - Provide new instructions or teachings - Simulate real situation for practice purposes When an informative meeting is set up, the idea is to teach a new concept or increase the awareness of a predominate issue. These meetings include information on new technologies used by the company, new policies, and things of that nature.

How to Effectively Manage Meetings slides 1 of 6 Have an Agenda Define meeting objectives Following the outlined activities on the agenda Apply the process techniques Keeping the minutes of the meeting These are the four steps I believe are important in effectively managing a meeting.

How to Effectively Manage Meetings slides 2 of 6 Agenda - A list or outline of things to be considered or done Necessary to keep members on track Have a general timeframe that agenda items will take Distribute before meeting to allow employees to prepare Should be flexible An agenda is the most important item in running a meeting well. Without an agenda there is no order and things do not get accomplished. It is also important to have a facilitator that guides you through the agenda in a timely manner. The only types of meetings that get things done are organized ones.

How to Effectively Manage Meetings slides 3 of 6 Define meeting objectives - What is to be accomplished at this particular meeting - Why is a group effort needed - Give a time frame for everything that needs to be done Knowing what is to be accomplished at this particular meeting is important because the people that are involved in that meeting up to par on what is on the floor. The defining of the objectives lets all the people why it is important that they are there. This also ensures that anything that was failed to be mentioned, gets brought up.

How to Effectively Manage Meetings slides 4 of 6 Following the outlined activities on the agenda - Have a facilitator - Make sure enough time is allotted for each area - Do not leave anything uncovered Following the agenda allocates time for all the major topics of the meeting get spoken of. The facilitator makes sure that the group does not derive to far away from what they are supposed to be discussing. Doing all this allows for everything to be covered.

How to Effectively Manage Meetings slides 5 of 6 Apply the process techniques - Brainstorming - Silent writing down of ideas - Parking lot - Post-its - Verbal There are several processes that can be used to get ideas out of people. These are the methods that are most commonly used in the meeting world today. Brainstorming is a group problem-solving technique that involves the ideas from all members. Brainstorming is best when used at the begin to spur up other ideas. Silent writing down of ideas is used so others thoughts do not interfere with yours. A parking lot is a blank board that is used to jot down ideas that are given to the facilitator and he/she writes down these ideas on the board so they can be talked about later. Post-its are like silent writing except that the ideas are posted by the post-it notes. Verbal is basically talking about ideas in a turned fashion.

How to Effectively Manage Meetings slides 6 of 6 Keeping Minutes of the meeting - Notes of what was discussed during the meeting - Important to know what was accomplished Minutes are notes of what was discussed during the meeting. Minutes are important so that people that were not at the meeting can have a general idea of what happened and for those that were there to know what points were considered most important.

Why Managing Meetings is Important To maintain order Executing the agenda in a timely fashion Effectively going through the agenda Achieving the results sought after in the meeting Meeting management is important so there can be order in the meeting that are held and the time spent in those meetings are not a waste of time.

Examples of Meetings slide 1 of 4 People Meet for… - Work - School - Community - Any other mass communication need People meet to come together for a common purpose or goal. Meetings are usually used to facilitate the means for open communication.

Examples of Meetings slide 2 of 4 In Work Situations - Boss to Employee - Department to Department - Boss to Department - Employee to Employee - Guest to Company These are the basic types of meetings that happen in an ordinary company. Meetings in companies are important to ease the understanding of what each persons’ job or responsibility is.

Examples of Meetings slide 3 of 4 School Situations - Principal to Teacher - Teacher to Student - Principal to Student - School Board to Parents - Guest to Students These are the basic types of meetings that happen in school. Meetings in schools are important to help teachers know what is expected of them. Meetings between teachers and students allow the teacher to be able let the student know of individual events that do not have to involve any of the other students. These meeting are also held between the teachers and principals.

Examples of Meetings slide 4 of 4 Situations in the community and other large masses - Church - Court - Speeches - Rallies - Etc. These are public meetings that allow people in the community to express how they feel.

How to Involve Everyone in Meeting Management Think of what the senior class should give as their class gift Think of two gift ideas alone Get in a group and share your ideas to the rest of your group Gather all the information and form one solution for the group Is this solution better than what you would have come up with alone? Small exercise to have people thinking about effectively managing a meeting.

Meeting Management Meetings are used in many ways in the world today. The only way that meetings can be made effective is if they are managed correctly. This is just a quick summary of what I have explained in the previous slides.

Bibliography Source: Foster, S. Thomas, Managing Quality: An Integrative Approach. Upper saddle river, NJ: prentice hall inc, 2001. Source: Merriam-Webster’s Collegiate Dictionary. Springfield, MA: Merriam-Webster inc, 1995. Source: Ewbank, Henry L., Meeting Management. Dubuque, Iowa : W. C. Brown Co. 1968. Source: Talbot, Randy, Meeting Management : practical advice for both new and experienced managers based on an expert's twenty years in the "wonderful wacky world" of meeting planning . McLean, VA : EPM Publications, 1990. Bibliography