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