Managing meeting 15[1].6.06

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Managing meeting 15[1].6.06

  1. 1. MANAGING MEETINGS Presentation by M.S.S.Varadan Chairman Om Consultants (India) Pvt. Ltd. C O N S U L T A N T S U N L O C K IN G P EO PL E P O T E N T I A L
  2. 2. A GUIDE TO EFFECTIVE MEETINGS Be Prepared • Make sure that your meetings are necessary • Clarify every meeting’s objective • Involve the right people • Provide an agenda in advance • Sound out key participation in advance • Insist that people be prepared 1C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  3. 3. A GUIDE TO EFFECTIVE MEETINGS (CONTD..) During the Meeting • State the meeting’s purpose Meeting Planner’s Checklist • End with confirmation and an action plan Meeting Leaders Wear Many Hats • Gatekeeper • Devil’s advocate • Consensus builder • Cheerleader • Joker 2C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  4. 4. MEETING PLANNER’S CHECKLIST Have You? Yes No 1 Identified the purpose of the meeting? 2 Identified the objectives of the meeting? 3 Selected the participants and identified roles? 4 Identified the decision-making process (e.g., group leader, attendees, another manager)?C O N S U L T A N T S 3 BIM talk 15/6/06U N L O C K IN G P EO PL E P O T E N T I A L
  5. 5. MEETING PLANNER’S CHECKLIST (CONTD..) Have You? Yes No 5 Decided where and when to hold the meeting and confirmed availability of the space? 6 Identified and confirmed availability of any needed equipment? 7 Notified participants of when and where? 8 Developed a preliminary agenda with purpose and objectives?C O N S U L T A N T S 4 BIM talk 15/6/06U N L O C K IN G P EO PL E P O T E N T I A L
  6. 6. MEETING PLANNER’S CHECKLIST (CONTD..) Have You? Yes No 9 Sent preliminary agenda to key participants and other stakeholders to sound them out in advance? 10 Finalized the agenda and distributed it to all participants? 11 Sent by reports or items needing preparation to participants? 12 Verified that all key people will attend? 13 Prepared yourself (e.g., handouts, overheads, etc.)? Source : Harvard ManageMentor® on Running a Meeting, adapted with permission. 5C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  7. 7. TIPS FOR DELEGATING EFFECTIVELY • Recognize the capabilities of your staff. • Focus on results. Let go of any urge to dictate how tasks should be accomplished • Use delegation on develop the skills of your staff or to position people favorably with senior management • Delegate to the lowest possible level. • Explain assignments clearly, and provide the resources needed for successful completion. • Provide feedback to your staff and support them through their mistakes 6C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  8. 8. IDENTIFY & PRIORITIZE YOUR PERSONAL GOALS • Articulate critical and enabling goals. • Prioritize those goals and break them into tasks. • Use a daily log to understand how you currently spend your time and the extent to which unimportant activity crowds out the things that really matter to you. • Schedule priority tasks, leaving enough time open for unanticipated situations and opportunities. 7C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  9. 9. SCHEDULE EVALUATION CHECKLIST Question Yes No Are you completing the tasks you set for the week? If no, action strategies to implement: Are you making progress on achieving your goals? If no, perhaps you are scheduling too many activities. Review the activities on your schedule and eliminate any that do not support your top-priority goals. Activities to eliminate: 8C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  10. 10. SCHEDULE EVALUATION CHECKLIST (CONTD..) Question Ye No s Do you feel better prepared and focused? If no, action strategies to implement : Was there an impact for not doing some tasks? If yes, action strategies to implement next time: Are you avoiding time wasters? If no, look for other solutions by asking colleagues how they deal with this issue. Maybe your initial strategies were unrealistic, but can be modified. Other solutions: 9C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06
  11. 11. SCHEDULE EVALUATION CHECKLIST (CONTD..) Question Ye No s Is this a schedule you can keep up? If no, action strategies to implement: What sources of support (including peer or supervisory support) can you enlist to help manage your schedule? Source : Harvard ManageMentor® on Time Management, adapted with permission. 10C O N SU N L O C K IN G U L T A N T S P EO PL E P O T E N T I A L BIM talk 15/6/06

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