Leading effective meetings slides

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Leading effective meetings slides

  1. 1. Leading Effective MeetingsA Management Skills Workshop April 2, 2012 Sponsored by: The Office of Training and Development
  2. 2. What is your… Name Position Organization (include Office or Branch) 2
  3. 3. ObjectivesBy the end of the session, participants will beable to:  Determine if a meeting is necessary.  Create an effective agenda.  Facilitate the meeting to achieve its objectives. 3
  4. 4. Ground rules  Confidentiality  Respect  Participation  No Distractions  Punctuality 4
  5. 5. What makes for anineffective meeting?
  6. 6. Meeting Purpose and Objectives Clearly state the purpose of the meeting.  Exchanging information and ideas  Solving problems  Making decisions  Gathering data State the objectives in a way that describes the desired end result, i.e.,  The objective of this meeting is to review three proposals for reducing costs.  Using a consensus decision-making process, we will select one candidate for the new position. Preparing for the meeting 6
  7. 7. Different types of meetings  What kinds of meetings do you see at NIAID? Preparing for the meeting 7
  8. 8. Different types of meetings  Standing meeting  Topical meeting  Presentation  Conference  Emergency meeting  Seminar Preparing for the meeting 8
  9. 9. What to include in an agenda?  Purpose of the meeting  Objectives for the meeting  Topics for discussion  Presenter or discussion leader for each topic  Time allotment for each topic Preparing for the meeting 9
  10. 10. Inviting the participants  Send an invitation by e-mail or Outlook calendar invite.  Ask attendees for agenda items (if time allows).  Send a final agenda to all meeting participants before the meeting. Preparing for the meeting 10
  11. 11. Exercise: Create an agenda Think of a meeting you will be leading in the near future. With a partner:  Decide on your purpose.  Establish your objective(s).  Create an agenda. Preparing for the meeting 11
  12. 12. Steps in conducting a meeting  Start on time.  Communicate the purpose of the meeting to the participants.  Assign meeting roles.  Agree on ground rules and processes.  Follow the agenda and document the decisions.  Use a parking lot.  End on time. Conducting the meeting 12
  13. 13. Processing decisions Authoritative—leader makes the decision. Consultative—leader consults with others, then makes the decision. Democratic voting—all vote; majority or some weighted percentage wins. Consensus—after everyone has had an opportunity to have their perspectives considered, all agree to support the decision even if it is not their first choice.Note: While consensus may be the most difficult toachieve, true consensus ensures the greatestcommitment and buy-in from participants. Conducting the meeting 13
  14. 14. Tips for different types of meetingsTeleconferences Online meetings Ground rules.  Ensure e-mailed links work. Telephones muted.  Practice using software. Who talks when?  Send out meeting reminders. New people introduced. Video conferences  Introduce participants.  Make eye contact with camera.  Use names when addressing others.  No background noises. Conducting the meeting 14
  15. 15. Practice a meeting In table groups, choose one person to lead a mock meeting. Leader, use the agenda from the pairs exercise. Everyone, choose a skill you want to practice.Note: Get as far into the meeting as your goals andtime allow. Conducting the meeting 15
  16. 16. Follow up Evaluate the outcomes against the objectives for the meeting. Follow strategies for keeping the momentum going after the meeting:  Distribute meeting minutes, including decisions and action items.  Follow up with those unable to attend. Monitor the completion of action items. Following up on the meeting 16
  17. 17. Wrap up What have you learned from the topics presented today that you may use in your work tomorrow? 17
  18. 18. References “Before And After The Meeting”, Tom Krattenmaker, Harvard Business Review “Effective Meeting: A Checklist for Success”, Nick Morgan, Harvard Business Review “Five Tips for Better Virtual Meetings”, Karen Boda and Rebecca Hinkle, Harvard Business Review “Getting Everyone to Agree in Meetings - The Impossible Dream?”, Charlie Hawkins, www.makemeetingsmatter.com How to Make Meetings Work!, Michael Doyle 18
  19. 19. Evaluation You will receive an e-mail. Please provide feedback about the objectives, content, and facilitator to enhance the session experience. Offer comments and ideas for enhancing the session. Submit by COB April 15, 2012. 19

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