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Chapter 9: Effective Meetings

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Presentation on theme: "Chapter 9: Effective Meetings"— Presentation transcript:

1 Chapter 9: Effective Meetings

2 Meetings Are common Are costly Are not always productive
Contribute to organization’s culture

3 Types of Meetings Information-sharing
Problem-solving or Decision-making Ritual activities

4 Types of Meetings Virtual Meetings Teleconferences Videoconferences

5 Planning Problem-Solving Meeting
When to Hold Meeting Task is beyond one person’s capacity Information Time Interdependent tasks

6 Planning Problem-Solving Meeting
When to Hold Meeting More than one decision or solution Likely to have misunderstandings or reservations

7 Planning Problem-Solving Meeting
Setting Agenda Topics covered in meeting Questions to ask: Tasks in meeting Important conversations Information to begin

8 Planning Problem-Solving Meeting
Setting Agenda Agenda items Time, length, location Participants Background information

9 Planning Problem-Solving Meeting
Setting Agenda Agenda items Items and goals Result-oriented Specific Realistic Pre-meeting work

10 Planning Problem-Solving Meeting
Setting Agenda Order of agenda items

11 Conducting Meeting Beginning Identify goals Provide background
Show how group can help Preview meeting Identify time constraints

12 Conducting Meeting Conducting Business Parliamentary procedure
Use when: External audience interested in decisions Haste may obscure thinking Strong emotions

13 Conducting Meeting Conducting Business Parliamentary procedure
Order of business Reading minutes Reports Unfinished business New business Motions

14 Conducting Meeting Conducting Business Participation
Use Nominal Group Technique Have members take turns

15 Conducting Meeting Conducting Business Participation Use questions
Overhead Direct Reverse Relay

16 Conducting Meeting Conducting Business Keeping discussions on track
Remind group of time pressure Summarize and redirect discussion Use relevancy challenges Promise to address good ideas later

17 Conducting Meeting Conducting Business Keeping positive tone
Ask questions Paraphrase Check understanding Allow for elaboration

18 Conducting Meeting Conducting Business Keeping positive tone
Enhance value of comments Acknowledge idea’s merits Explain your concerns Build on idea or ask for suggestions Pay attention to cultural factors

19 Conducting Meeting Concluding When to close meeting:
At scheduled closing time Group lacks resources to continue Agenda has been covered

20 Conducting Meeting Concluding How to conclude Signal ending time
Summarize accomplishments and future actions Thank group

21 Following Up Meeting Build agenda for next meeting
Follow up on other members Complete your assignments


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