How to Run an Effective Meeting
UoM Thessaloniki
Outline
•About meetings
•Pre-meeting
•Beginning
•Core
•Conclusion
•Post-meeting
About Meetings
Why do we have meetings?
About Meetings
Catch people up on facts
Share Ideas
Plan
Assign responsibles
Elements of an Effective Meeting
▪ Preparation
▪ Participation
▪ Define the meeting’s purpose
▪ Address each item on the a...
Pre-meeting
• Define purpose-objectives
• Create the agenda
• Identify what you will need
– materials
– Docs
– People
•Do ...
Agenda
• Brainstorm a list
• Get members inputs
• Locate the needs, gaps and achievements of your team in order
to address...
The Proposed Agenda
1. Welcome, Check-in
2. Previous priorities
3. Next priorities
4. Other tasks
5. Wrap-Up
6. Closing
Welcome - Check- in
• Ask the news of your members, how was their week/day
• Make announcements
• Make them excited
• All ...
Previous priorities
• Previous priorities are the focuses that each member had to
complete this week.
• So are they
o Comp...
Next priorities
• Next priorities are the focuses that each member has to
complete the following week.
• Define the action...
Other task
• During the week there might be some tasks to be completed
regardless of the weekly priorities
• Someone can n...
Wrap Up
•Repeat all the priorities and tasks briefly
•Make sure everyone understands what they have to do
•Ask if they hav...
Closing
• End on time
• Re-recognize accomplishments
• Help them realize that through teamwork and open
communication we c...
Final Thoughts
•Praise! Praise! Praise!
✓Praise people twice as much as you criticize
✓Always compliment, no matter how sm...
Post-Meeting
✓Send the outputs as soon as possible after the meeting
✓Make follow up on the actions that are supposed to b...
Effective outputs
✓The flow of the outputs needs to be the same of the flow of
the meeting.
✓Keep them short, no more than...
Effective meetings
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Effective meetings

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Effective meetings

  1. 1. How to Run an Effective Meeting UoM Thessaloniki
  2. 2. Outline •About meetings •Pre-meeting •Beginning •Core •Conclusion •Post-meeting
  3. 3. About Meetings Why do we have meetings?
  4. 4. About Meetings Catch people up on facts Share Ideas Plan Assign responsibles
  5. 5. Elements of an Effective Meeting ▪ Preparation ▪ Participation ▪ Define the meeting’s purpose ▪ Address each item on the agenda ▪ Assign follow-up action ▪ invite essential people ▪ Useful –effective outputs ‡ From GM Consultants, Pittsburgh, PA 1993
  6. 6. Pre-meeting • Define purpose-objectives • Create the agenda • Identify what you will need – materials – Docs – People •Do Research on: - a subject that you will address but don’t have the knowledge on - Questions that members had from previous meeting and could not be answered
  7. 7. Agenda • Brainstorm a list • Get members inputs • Locate the needs, gaps and achievements of your team in order to address them • Who should address each subject • Allocate time for each subject • Review the Order
  8. 8. The Proposed Agenda 1. Welcome, Check-in 2. Previous priorities 3. Next priorities 4. Other tasks 5. Wrap-Up 6. Closing
  9. 9. Welcome - Check- in • Ask the news of your members, how was their week/day • Make announcements • Make them excited • All actively involved • Give everyone in the room the opportunity to speak • Start light • Icebreaker • Team building exercise • Joke
  10. 10. Previous priorities • Previous priorities are the focuses that each member had to complete this week. • So are they o Completed? o If not, why? -What actions steps where taken - Find solution to the problem together o IF yes, recognize that - What actions steps were taken and it was successful
  11. 11. Next priorities • Next priorities are the focuses that each member has to complete the following week. • Define the action steps that need to be taken • Put a strict deadline • Always express WHY to have this focus and how will the outcome of it help me, my team and my LC
  12. 12. Other task • During the week there might be some tasks to be completed regardless of the weekly priorities • Someone can not define that THIS will always be a task • For example : o Priority this week: raise a TN o Task this week: reception activity, which is something that needs to happen every week when we have interns o Careful: There might be times that the reception activity will be priority, it depends on the week and the priorities of the team
  13. 13. Wrap Up •Repeat all the priorities and tasks briefly •Make sure everyone understands what they have to do •Ask if they have any questions •Engage also the silent members
  14. 14. Closing • End on time • Re-recognize accomplishments • Help them realize that through teamwork and open communication we can achieve all of our priorities • Help them understand what they have accomplished so far, and the importance of it. • Keep them bonded as a team • Thank them for their time
  15. 15. Final Thoughts •Praise! Praise! Praise! ✓Praise people twice as much as you criticize ✓Always compliment, no matter how small ✓Questions?
  16. 16. Post-Meeting ✓Send the outputs as soon as possible after the meeting ✓Make follow up on the actions that are supposed to be taken after ✓Track the progress of your members
  17. 17. Effective outputs ✓The flow of the outputs needs to be the same of the flow of the meeting. ✓Keep them short, no more than 4 pages. ✓No more than 4 pages, one page fun staff, 3 pages all the other ✓Always right in English or Greek, NOT Greeklish ✓Bold the most important words but dont over do it. Now lets go and see some outputs
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