CONDUCTING AN EFFECTIVE MEETING Prepared by: Ms. Nouria Al-Sera Acting Inspector Private Sector

Have you ever encountered any of the following? A. When called for a meeting : Delegate it. Delegate it. Feel it’s a waste of time. Feel it’s a waste of time. Feel skeptical about it. Feel skeptical about it. Regard it as necessary evil to get work done. Regard it as necessary evil to get work done. B. During a meeting Sat near the door to exit ( feel impatient) Sat near the door to exit ( feel impatient) Felt totally frustrated (didn't accomplish much) Felt totally frustrated (didn't accomplish much) Sat at the back to do something else. Sat at the back to do something else.

Overview and Introduction Meeting process has impact on outcome. Meeting process has impact on outcome. Managing meeting is a set of skills. Managing meeting is a set of skills. There’re many types of meetings. There’re many types of meetings. Tend to be often overlooked. Tend to be often overlooked.

The Three Types of Meetings Most team meetings can be classified into three types based on the purpose of the meeting: –Information giving –Information taking –Problem solving

Information Giving Meetings Leader does most of the talking Purpose is to provide clear and complete information Leader may present facts, demonstrate a work procedure, introduce new policy, or give a motivational talk Information must be well-organized, concise and understandable Questions and group discussions are usually helpful

Information Taking Meetings Sometimes called an advisory meeting Leader or team is seeking data, ideas, facts or opinions Team members draw upon the knowledge, experience, and insight of those in the meeting Open, honest discussion is essential to the success of an information taking meeting All team members encourage discussion and ask open-ended questions

Problem Solving Meetings Require back and forth communication between team members The necessary background information is provided Team members suggest ideas and explore possibilities

Importance of an effective meeting To accomplish objective/s. To accomplish objective/s. To exchange & convey information. To exchange & convey information. To organize & coordinate work. To organize & coordinate work. To solve problem. To solve problem. To make decision/s To make decision/s To brainstorm & get new idea/s. To brainstorm & get new idea/s. To emphasize team work.( collaboration) To emphasize team work.( collaboration)

NO TEAM WORK

Planning A Meeting I. Primary decision. I. Primary decision. II. Who does what? II. Who does what? III. The agenda. III. The agenda. IV. Pre-meeting preparation. IV. Pre-meeting preparation.

Primary decision “Content vs Process” A.The Content 1. Is there a need for a meeting? 2. Determine what needs to be covered? 3. If there’s no urgency to make decisions, etc, then there’s no need for a meeting. etc, then there’s no need for a meeting.

Primary decision B.The Process 1. Figure out how best to cover these items: Do we need/want to : Do we need/want to : - convey information? - have an open discussion? - make decisions? - brainstorm new ideas? - or have a combination of any of the above?

The Agenda A. Purpose of an agenda 1. A roadmap leading to destination. 2. So participants have the correct mindset. 3. To keep on track, allocate & save time. 4. To have a clear purpose & focus.

B. Elements of an agenda 1. Concise & written. 2. Consists list of topics or items. 3. Presenter. 4. Realistic time frame. 5. Indicate requirements.

The Agenda C. A standard agenda 1. Minutes of previous meeting. 2. Summary of past actions. 3. Review of progress. 4. Action items. 5. Problem solving. 6. Task assignments. 7. Other business. 8. Reminder of next meeting.

The Agenda D. Some agenda hints 1. Set an agenda & stick to it. 2. Order it logically. 3. Review it at beginning of meeting. 4. Put important items first. 5. Have an agenda planning team.

Pre-meeting preparation Date & Time. Date & Time. Identify & Confirm Venue. Identify & Confirm Venue. Participants - identify, invite & inform them. Participants - identify, invite & inform them. Minutes, agendas & working papers. Minutes, agendas & working papers. Equipment /Logistics/Necessary arrangements. Equipment /Logistics/Necessary arrangements. Refreshments. Refreshments. Pre-meeting discussion. Pre-meeting discussion.

Conducting A Meeting I. The Chairperson. I. The Chairperson. II. Facilitating decision. II. Facilitating decision. III. Ground rules. III. Ground rules. IV. Handling participants. IV. Handling participants.

The Chairperson Meetings are conducted by a supervisor/ leader/chairperson. Meetings are conducted by a supervisor/ leader/chairperson. Stay in front if you intend to lead/chair. Stay in front if you intend to lead/chair. Can delegate (depends on purpose of meeting) Can delegate (depends on purpose of meeting) Start on time and end on time. Start on time and end on time. Ask for suggested agenda addition. Ask for suggested agenda addition. State your role at the beginning. State your role at the beginning.

The Chairperson 1. Task function Keep the discussion on target. Keep the discussion on target. Inform and enforce “ground rules”. Inform and enforce “ground rules”. Get focus. Get focus. Ensure actions are assigned & follow up. Ensure actions are assigned & follow up.

The Chairperson 2. Maintenance function Make sure everyone gets heard. Make sure people needs are met. Maintain control of the meeting flow. Handle & control participants well. Reach closure.

Ground rules Only one person speaks at a time. Only one person speaks at a time. No private/side conversations. No private/side conversations. Don’t interrupt each other. Don’t interrupt each other. Everyone participates. Everyone participates. Listen well. Listen well. Give breaks as needed. Give breaks as needed. Get closure and move forward. Get closure and move forward. Start and end on time. Start and end on time. Speak or ask direct to the point. Speak or ask direct to the point.

Facilitating decisions Pick one challenge / problem at a time. Pick one challenge / problem at a time. Focus where things went wrong. Focus where things went wrong. Understand the problem, not assign blame. Understand the problem, not assign blame. Brainstorm potential proposals/solutions. Brainstorm potential proposals/solutions. Encourage comments / questions. Encourage comments / questions. Discuss pros and cons of different approaches. Discuss pros and cons of different approaches. Find out where people agree and disagree.(vote) Find out where people agree and disagree.(vote) Assign further studies. Assign further studies. Announce how & when decisions will be made. Announce how & when decisions will be made.

Facilitating decisions Analyse & Understand Potential Proposal Potential Solution MEETING Decision Impasse

Handling participants A. The talker. Likes to hear their own voice. Talks just about all topics. Wastes time for everybody. Drags meeting at length. “Politely make sure everyone knows that it’s okay to speak about an issue, but no one likes unnecessarily long meeting”

B. The belligerent. Doesn’t agree with anyone. Doesn’t agree with anyone. “Explaining” means yelling & screaming. “Explaining” means yelling & screaming. Puts everyone on defensive mood. Puts everyone on defensive mood. Not willing to listen. Not willing to listen. Not willing to compromise. Not willing to compromise. “ Let him/her be the chairperson or tell him/her firmly of their poor behaviour”.

Handling participants C. The sleeper. Goes to zzz…. Goes to zzz…. Suddenly joins midway. Suddenly joins midway. Makes noise. Makes noise. “Talk with the sleeper to stay awake in future or station somebody near him/her”

Handling participants D. The interrupter. Always jumps in conversation. Always jumps in conversation. Can’t wait his/her turn to speak. Can’t wait his/her turn to speak. His/her interruptions are always irrelevant. His/her interruptions are always irrelevant. “ Discuss and suggest, pleasantly, ways that you can help overcome his/her behaviour”.

Handling participants E. The wanderer/sideliner. Goes “Off on a tangent”. Goes “Off on a tangent”. Takes everyone to his trip. Takes everyone to his trip. “ It’s best to take this discussion later perhaps during coffee break or handle it off-line”

Handling participants F. The back sitter. Wants to escape. Wants to escape. Not interested in the meeting. Not interested in the meeting. Will start own meeting at the back. Will start own meeting at the back. “Don’t let him/her join in the next meeting or let him/her sit in front/nearby in future or ask him/her opinion on any juncture”.

Additional Tips Have good communication skills. Have good communication skills. Be prepared. Be prepared. Look confident and interested. Look confident and interested. Focus on objectives. Focus on objectives.

Follow Up Work Minutes of meeting. Minutes of meeting. Action taken. Action taken. Meeting evaluation. Meeting evaluation.

Thank You