How to organize and run effective meetings

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Presentation transcript:

How to organize and run effective meetings By Jan Bollen

Agenda Group organisation Decide for a meeting Aim of a meeting How to organise a meeting Agenda Chairman Secreatry Planning Documentation

Group organisation Chairman Secretary Planner Documentalist Designer Purchase / Sales Marketing

Decide for a meeting Why am I scheduling or attending this meeting? What is my goal? What information will be exchanged? What decisions will be made?

Aim of meeting Give information Brainstorm ideas To get information Participate in decision making Solve problems Divide the work Planning update

How to organise a meeting Find a suitable time Find location Invite participants by mail Mail also the agenda Mail also minutes last meeting Prepare meeting by having clear aims

Agenda Welcome / opening meeting Announcements Minutes of last meeting approve / specific matters Subject 1,2,3 informing decision Planning / Finance / Documentation / anything else AOB (Any other business) Next meeting Close meeting / goodbye

Chairman / staying in control Being in contol of Agenda Interruptions Negative body language Participating Changing of subject

Chairman / introduction Starting of meeting Process control Introduce each topic Explain why it is being discussed. Stick to the topic

Chairman / invite contributions Everyone who should speak on an issue Not just those who can talk the loudest or longest. Encourage quieter members to communicate by prompting them with questions.

Chairman / summarize Summarize each item Finish discussion of each item by Summarize items check that everyone agrees By confusion try to clarify

Secretary / take minutes Follow agenda Make note of most important remaks Absence Discussions Decisions Next meeting Distributions

Secretary / minutes content Meeting title Date and location List of attendees and absence Announcements Topics discussed Decisions made and actions Date next meeting

Planning Use Gannt diagram To divide the work To control progress To signalize bottlenecks

Documentation Responsible for complete documentation in form not in content ! Report and presentation Meet the documentation rules