Download presentation
Presentation is loading. Please wait.
1
CONDUCTING EFFECTIVE MEETINGS
Meeting Basics Review OVERVIEW Difficult Meetings Case Studies
2
Session Learning Objectives: Conducting Effective Meetings
Understand the basics of meeting management Understand the sources of difficult meeting Understand how to manage difficult meetings
3
CONDUCTING EFFECTIVE MEETINGS
Meeting Basics Review Difficult Meetings Case Studies
4
WHY HAVE A MEETING Have a meeting when absolutely necessary
Before you have a meeting ask yourself Can you achieve your goal in some other way Will a phone call take care of it Will a face to face conversation take care of it Can I accomplish it with an
5
TOP 7 PET PEEVES No Agenda Late start Meeting wanders Too long
Wrong people there Someone dominates meeting No follow up
6
PARLIAMENTARY PROCEDURES ROBERTS RULES OF ORDER
Fundamentals = Order, Speed and Fairness, Courtesy and Respect are essential Basic Principles Quorum (50%+) must be present to act Majority has the right to decide an action but the rights of the minority must also be protected Full and free discussion is a basic right of all members Only one question on the table at a time Member must be recognized by the chair Speak once, wait, speak twice No personal attacks or questioning of the motives of a member
7
MEETING SIZE SMALL VS. LARGE Small Generally 3 to 5 individuals
Allows for good communication between individuals Eliminates side conversations among individuals Good Chance for problem solving Provides for good feedback All participants are active
8
Large Generally 10 or more Provides for greater diversity
Does not always allow participation from the entire group Often individuals will be silent letting a small number dominate the conversation Side conversations tend to occur more often All participants need to take turns speaking and when not speaking, actively listen to the one speaking
9
CONDUCTING AN EFFECTIVE MEETING
There are 4 Phases to consider for your meeting 1. Plan the Meeting 2. Setting up the Meeting 3. Running the Meeting 4. Following up on the Meeting
10
PLANNING THE MEETING Determine the Goals of the Meeting
Decide who needs to be there Do your homework Plan with others Good Agenda counts. Keeps you on track Length of meeting is appropriate
11
SETTING UP THE MEETING Set a Start and End Time and follow it
Send material out in advance to all those attending If someone is presenting make sure they know it in advance – include in agenda Proper meeting space Have informal time before/after the meeting
12
RUNNING THE MEETING Do introductions Go though the agenda
Encourage participation Keep the discussion on track Provide open and free conversation If there is conflict - focus on the issue Make assignments with due dates Summarize what has been discussed Follow up
13
FOLLOWING UP ON THE MEETING
Get feedback from members on the meeting Make follow up calls or follow up actions Summarize the meeting Make sure action items are listed and who is responsible Send out to all those in attendance
14
CONFERENCE CALLS Designate note taker Identify yourself when you speak
Call on those that are silent Poll all to get agreement Solicit feedback Finish with assignment review and TO DO LIST
15
CONTRIBUTIONS YOU CAN MAKE
Be an active participant Pick a topic and provide input Procedural Suggestions Content Suggestions
16
Everyone at the meeting is responsible for making
GOOD MEETINGS Organized / Structured There is preparation Advance information sent out Start on time Length of meeting is appropriate Conversation free & open Follow up Everyone at the meeting is responsible for making the meeting a success.
17
CONDUCTING EFFECTIVE MEETINGS
Meeting Basics Review Difficult Meetings Case Studies
18
SOURCES OF DIFFICULT MEETINGS
Failure to employ basic meeting management Schemes and hidden objectives Conflicting personalities in the meeting Political agendas and outside influences from superiors of those at the meeting Etc.
19
SCHEMES AND HIDDEN OBJECTIVES
Preparation Try not to pick sides Involve the group If its not related to the Mission, understand the concern and defer to another time Integrity vs. reality
20
CONFLICTING PERSONALITIES
Stay focused on issues not personalities Confront the conflict Get participation from others
21
POLITICAL AGENDAS Have your ear to the ground ahead of time
Know how much power you have and don’t have Try not to burn bridges Stay legal
22
Managing Difficult Meetings
Use the agenda as ground rules Have the group decide Be honest Courage and Good Humor – Your running it Focus on the mission Accept, deal, or defer to the group Take a break
23
CONDUCTING EFFECTIVE MEETINGS
Meeting Basics Review Difficult Meetings Class Participation – Anyone have a story
Similar presentations
