1. Meetings, meetings … So you want to hold a meeting?

2. Perception of meetings Meetings are a waste of time Meetings are a waste of time They slow down decision-making They slow down decision-making  & discourage individualism Concentrate on trivialities Concentrate on trivialities  & gloss over real issues Tend to be dominated by a few people Tend to be dominated by a few people  With strong personalities

3. Why meetings fail They might be unnecessary They might be unnecessary Held at the wrong time Held at the wrong time Poorly organized & controlled Poorly organized & controlled  Called at short or no notice  No clear agenda  No planning  Wrong people invited

4. Benefits of meetings Creates a group identity Creates a group identity Helps to clarify thinking Helps to clarify thinking  Members have to justify their thoughts Ensure different viewpoints are aired Ensure different viewpoints are aired Saves time by getting people together Saves time by getting people together Forum for a commitment to decisions reached Forum for a commitment to decisions reached

5. Good meetings Should have purpose & set-up properly Should have purpose & set-up properly  Clear agenda Have a good chairman Have a good chairman  Promotes discussion Members equally & effectively participate Members equally & effectively participate  Everyone has an equal say & opportunity to contribute

6. Purpose & Planning Every meeting should have a purpose Every meeting should have a purpose  If you can’t state it, don’t have it  Too many meetings are held because it is a regular meeting time Draft an agenda Draft an agenda  Will speed up the meeting  Give the meeting direction  Make the agenda specific – not vague  Circulate the agenda before the meeting  Helps members prepare in advance

7. Agendas Put important topics first Put important topics first  Early part of meeting is always more energetic & lively  Attention span is about 20 minutes  Split important topics into two agenda items Some items unite a meeting, some divide Some items unite a meeting, some divide  Be aware of this, and draft agenda accordingly  Try to end meeting on a unified note

8. Agendas cont Meetings often dwell on trivia Meetings often dwell on trivia  Leaving little time for important issues  Or long term considerations  Put time frame on discussions Meetings are often too long Meetings are often too long  Limit meetings to maximum two hours  Put start & finish time on the agenda  Start meetings two hours before lunch Agenda should be well organized Agenda should be well organized  but not prescriptive  nor cut & dried

9. Role of Chairman Help members reach a good decision Help members reach a good decision  Determines the success or failure of the meeting Interpret & clarify Interpret & clarify  Articulate contributions Move discussion forward Move discussion forward  & bring to resolution  Consensus reached

10. Chairmanship Start meeting by stating the objectives Start meeting by stating the objectives Address each item on the agenda Address each item on the agenda  Ensure firm conclusion is reached  & recorded Avoid dominating the meeting Avoid dominating the meeting  Encourage contributions Avoid showing resentment Avoid showing resentment  Do not ridicule or harass member with different view

11. Chairmanship cont Summarize Summarize  Discussion points  Decisions or conclusions reached  Thank members Next meeting Next meeting  Agree purpose of next meeting  Agree who should do what  Agree date, time and venue

12. Role of members Prepare thoroughly Prepare thoroughly  Have facts & supporting data at hand Arrive punctually Arrive punctually Make points clearly & succinctly Make points clearly & succinctly  Avoid rambling or talking too much Show you are actively listening Show you are actively listening  Even if you have nothing to say

13. Role of members cont Listen to the experts before expressing your own views Listen to the experts before expressing your own views Be open to incorporating other ideas Be open to incorporating other ideas  Aim for “our idea” rather than mine Be courteous Be courteous  Especially when questioning or criticizing Accept defeat gracefully Accept defeat gracefully

14. The minutes Time & date of meeting Time & date of meeting  Chairman & venue Names of those present Names of those present  Record apologies All items discussed & decisions reached All items discussed & decisions reached  List actions & those responsible  Time frame for completing actions Time meeting ended; date & time of next meeting Time meeting ended; date & time of next meeting

15. After the meeting Distribute minutes to all Distribute minutes to all  Not just those who attended  But also those that need to make actions  Other interested stakeholders Follow-up on actions minuted Follow-up on actions minuted  Don’t assume minutes will remind people to act  Send a reminder before the due date

16. Discussion Points Why should we hold meetings? Why should we hold meetings? How often do you hold meetings? How often do you hold meetings? What are the most important things to remember when holding a meeting? What are the most important things to remember when holding a meeting? Who should preside over the meeting? Who should preside over the meeting? How do you involve everyone in the meeting? How do you involve everyone in the meeting? When and where is the best place to hold a meeting? When and where is the best place to hold a meeting? What alternatives are there to meetings? What alternatives are there to meetings?