1. © 2007 by Prentice Hall1 Supplement C: Conducting Meetings Developing Management Skills C -

2. © 2007 by Prentice Hall2 Learning Objectives Implement guidelines for planning and conducting effective meetings Enhance the value of meetings attended C -

3. © 2007 by Prentice Hall3 Why Are Meetings Important? Time spent in meetings Cost for ‘just being there’ It’s where decisions are made Skills can be applied outside of work C -

4. © 2007 by Prentice Hall4 The Five P’s of Effective Meetings Purpose Participants Plans Participation Perspective C -

5. © 2007 by Prentice Hall5 Purpose Meetings serve three functions, 1.To make announcements 2.To make decisions 3.To brainstorm C -

6. © 2007 by Prentice Hall6 Calling a Meeting Meetings should be called for, Information sharing Commitment building Information dissemination and feedback Problem solving C -

7. © 2007 by Prentice Hall7 Participants Consider three factors, 1. Size of group –Too many or too few people can hurt the group 2. Composition –Homogeneity vs. Heterogeneity –Competition vs. Cooperation –Task vs. Process C -

8. © 2007 by Prentice Hall8 Participants (con’t) 3. Skills sets –Problem-knowers –Solution providers –Resource allocators –Decision makers looking for work C -

9. © 2007 by Prentice Hall9 Planning Rules for planning meetings, The rule of halves The rule of sixths The report rule The rule of three-fourths The rule of thirds C -

10. © 2007 by Prentice Hall10 Rules for Planning (con’t) Executive summary rule The agenda bell rule The agenda integrity rule The temporal integrity rule The minutes rule C -

11. © 2007 by Prentice Hall11 Participation The process used to involve members, including the following, Provide introductions Establish ground rules Establish decision rules –The extensive rule, the intensive rule, the involvement rule, the expert rule, and the power rule. C -

12. © 2007 by Prentice Hall12 Participation (con’t) More on the process of participation, Use a variety of media Encourage and establish participation Summarize C -

13. © 2007 by Prentice Hall13 Perspective Directs us to view the meeting from a distance KSS Method: finding what to ‘Keep,’ ‘Stop,’ and ‘Start’ to improve meetings C -

14. © 2007 by Prentice Hall14 Suggestions for Group Members 1.Determine if you need to attend 2.Prepare 3.Be on time 4.Ask for clarification 5.Be precise when giving information C -

15. © 2007 by Prentice Hall15 Suggestions for Group Members (con’t) 6.Listen 7.Be supportive of others 8.Assure equitable participation 9.Make disagreements principle based 10.Act and react in a way to enhance group performance C -