1. By Douglas D. Piirto, Ph.D., RPF November 2014
Meeting Management By
Douglas D. Piirto, Ph.D., RPF
November 2014

2. Objectives Why do we have meetings? Two or more people…
What causes meetings to be ineffective?
Discuss attributes of a good meeting.
Managing effective meetings involves:
Planning
Application
Follow-up

3. Why Do We Have Meetings? Can you help me list some reasons:
The simple answer:
Research has shown clearly that groups make better recommendations and if charged to do so they make better decisions…
Effectively led groups are far more productive than individuals

4. Meetings of All Kinds
Small Meetings
Larger Meetings

5. What Causes Meetings to be Ineffective?
Low interest in the topic
Petty arguments
Side conversations
Lack of focus on topic
Not understanding group dynamics
Failure to identify meeting outcomes
Too many people at the meeting
The wrong people are at the meeting
Meeting not scheduled at the right time
Meeting in a bad location
Meeting approached too casually
Meeting not effectively planned
And many other reasons

6. Meeting Management Humor

7. Group Dynamics
To be effective as a group leader for a meeting, you must first be comfortable being you…
The Seven Habits of Highly Effective People
Dale Carnegie “How to Win Friends and Influence People”
There are differences between individuals
Individuals act differently when in a group

8. Groups Often Go Through Phases: Orientation, Conflict, Emergence, Resolution

9. Managing Effective Meetings
Planning
Application
Follow-up

10. Planning
Use 80/20 rule; spend 80% of your time getting ready for the meeting and 20% attending/leading the meeting
Prepare a meeting cost assessment
Prepare an effective agenda (refer to handout)
Participants
Objectives of the meeting
Meeting time
Meeting location
Schedule the meeting at a good time i.e., early or mid morning
Find a good location for the meeting
Get participant buy-in before and at the start of the meeting to the objectives, agenda, and process…
Prepare and distribute a meeting announcement
Set meeting room up ahead of time

11. Planning the Meeting

12. The Meeting Room and Location Does Make a Difference

13. Application Use agenda effectively
Employ group dynamic procedures i.e., roles and process
Establish key positions e..g., facilitator, timekeeper, recorder…
Focus on behavior not attitudes; Request acceptable behavior; show respect at all times
Behavior takes on different forms: initiating, clarifying, reacting, and noncommunication
Sometimes to eliminate negative behavior…just ignore it. I wish it could be that simple. The meeting leader must always keep the group focused…
Employ different discussion procedures to avoid groupthink (too agreeable) or too hostile…
Establish a decision process
Use action statements to close discussion leading to recommendation and/or decisions (refer to handout)…

14. Follow-up Write effective meeting minutes Develop action items
Use minutes to set agenda for next meeting
Follow-up as appropriate

15. Summary Plan your meetings i.e., follow 80/20 rule
Develop a good meeting announcement
Develop a good agenda
Review agenda and identify a process…
Establish roles if needed
Follow the agenda
Understand group dynamics
Develop good minutes and action items
Set agenda for next meeting …

16. Its about Teamwork and Fair Play