Demo Effective Meetings

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  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title LAURIE, PLEASE PUT IN ONE SLIDE WITH THE MODULE TITLE BEFORE EACH MOUDULE. Please look in the hand book or I can send you a sample that shows you where to put in the objectives of the seminar, the agenda, etc. I think the photos above will give Jim Fastiggi some very good ideas for the journey map as well as other graphics. Good work.
  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
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  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
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  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title This might be a good place to have a worksheet with the cost of meetings already filled in.
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  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title
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  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title
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  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title
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  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title ©American Management Association. All rights reserved. Course Title LAURIE, PLEASE PUT IN ONE SLIDE WITH THE MODULE TITLE BEFORE EACH MOUDULE. Please look in the hand book or I can send you a sample that shows you where to put in the objectives of the seminar, the agenda, etc. I think the photos above will give Jim Fastiggi some very good ideas for the journey map as well as other graphics. Good work.
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • ©American Management Association. All rights reserved. Course Title
  • Demo Effective Meetings

    1. 1. Welcome Leading Effective Meetings 2816 11/08
    2. 2. 21 st Century Meetings
    3. 3. PEARLS of Wisdom <ul><li>= Planning, Purpose, Participants </li></ul><ul><li>= Expectations </li></ul><ul><li>= Agenda </li></ul><ul><li>= Roles </li></ul><ul><li>= Limits </li></ul><ul><li>= Scope </li></ul>
    4. 4. PEARLS
    5. 5. PEARLS
    6. 6. PEARLS
    7. 7. PEARLS
    8. 8. PEARLS
    9. 9. PEARLS
    10. 10. Module 1: Choosing a Meeting Type <ul><li>Objectives </li></ul><ul><li>At the end of this module, you will be able to: </li></ul><ul><ul><li>Calculate the cost of ineffective meetings </li></ul></ul><ul><ul><li>Describe situations where a meeting may not be necessary </li></ul></ul><ul><ul><li>List alternatives to calling a meeting </li></ul></ul><ul><ul><li>Identify the five types of meetings </li></ul></ul><ul><ul><li>Match the five types of meetings to examples </li></ul></ul><ul><ul><li>List the factors to consider when preparing for a meeting </li></ul></ul><ul><ul><li>Use the meeting assessment tool to determine the optimal type of meeting for a specific situation </li></ul></ul>
    11. 11. Calculating the Cost of Meetings 12 Participants Average Hourly Rate = $35.00 Duration = 1 hour Estimated Total Cost = $420.00 per hour
    12. 12. Meeting Alternatives <ul><ul><li>Micro-meetings </li></ul></ul><ul><ul><li>Water Cooler Talks </li></ul></ul><ul><ul><li>E-mail </li></ul></ul><ul><ul><li>Surveys </li></ul></ul><ul><ul><li>Office Hours </li></ul></ul>
    13. 13. Survey Screenshot of a survey created on www.surveymonkey.com
    14. 14. Five Types of Meetings <ul><ul><li>Daily Jump Start </li></ul></ul><ul><ul><li>Weekly Operational Review </li></ul></ul><ul><ul><li>Monthly Planning/Update </li></ul></ul><ul><ul><li>Quarterly Off-site </li></ul></ul><ul><ul><li>Annual Alignment </li></ul></ul>
    15. 15. Daily Jump Start <ul><ul><li>Five-minute meeting </li></ul></ul><ul><ul><li>Held at the start of every day </li></ul></ul><ul><ul><li>Daily schedules and activities shared </li></ul></ul><ul><ul><li>Conducted standing up </li></ul></ul><ul><ul><li>Administrative matters ONLY </li></ul></ul><ul><ul><li>Never cancelled </li></ul></ul>
    16. 16. Weekly Operational Review <ul><ul><li>60–90 minutes long </li></ul></ul><ul><ul><li>Budgets, dollars, graphs, charts, project plans, and milestones </li></ul></ul><ul><ul><li>Weekly activities and metrics reviewed </li></ul></ul><ul><ul><li>Tactical obstacles and issues resolved </li></ul></ul><ul><ul><li>Does not include administrative or strategic discussions </li></ul></ul>
    17. 17. Monthly Planning <ul><ul><li>May be 90 minutes to two hours long </li></ul></ul><ul><ul><li>Big-picture, visionary, product ideas; creative endeavors </li></ul></ul><ul><ul><li>Critical issues affecting long-term success discussed, analyzed, brainstormed, and decided on </li></ul></ul>
    18. 18. Strategic Off-site <ul><ul><li>Strategy, industrial trends, competitive landscape, key personnel, team development reviewed </li></ul></ul><ul><ul><li>Held outside the office to avoid distractions </li></ul></ul>
    19. 19. Annual Alignment <ul><ul><li>Team-building initiatives </li></ul></ul><ul><ul><li>Visions reinforced </li></ul></ul><ul><ul><li>Marketing campaigns presented </li></ul></ul><ul><ul><li>Products and company image promoted </li></ul></ul>
    20. 20.
    21. 21. Preparing for Meetings <ul><ul><li>What is(are) the goal(s) of your meeting? </li></ul></ul><ul><ul><li>Who really needs to be there? </li></ul></ul><ul><ul><li>How will you measure success? </li></ul></ul><ul><ul><li>What do the participants need to bring to the meeting? </li></ul></ul><ul><ul><li>What topics will be on the agenda? </li></ul></ul>
    22. 22. PEARLS
    23. 23. Module 2: Developing Agendas <ul><li>Objectives </li></ul><ul><li>At the end of this module, you will be able to: </li></ul><ul><ul><li>List the elements of an effective meeting </li></ul></ul><ul><ul><li>Evaluate an agenda and propose ways to improve its effectiveness </li></ul></ul><ul><ul><li>List the key roles for successful meetings </li></ul></ul><ul><ul><li>Develop a results-oriented, timed agenda </li></ul></ul>
    24. 24. <ul><li>“ Meetings are like journeys and your agenda is your GPS.” ( Terry Seamon ) </li></ul>
    25. 25. Effective Agendas <ul><ul><li>Items match the meeting type </li></ul></ul><ul><ul><li>Neither too many nor too few items </li></ul></ul><ul><ul><li>Estimated time frames for discussions </li></ul></ul><ul><ul><li>Time to review materials ahead </li></ul></ul><ul><ul><li>Well-defined goals </li></ul></ul>
    26. 26. Key Roles for Successful Meetings <ul><ul><li>Facilitator </li></ul></ul><ul><ul><li>Topic Leader </li></ul></ul><ul><ul><li>Recorder </li></ul></ul><ul><ul><li>Timekeeper </li></ul></ul><ul><ul><li>Participants </li></ul></ul>
    27. 27. Facilitators =
    28. 28. Topic Leaders <ul><li>A topic leader is another manager or employee who will provide the facilitator with key information about a specific topic for the agenda. </li></ul>
    29. 29. Recorder <ul><li>The recorder captures the essence of what was discussed at the meeting. He/she does not record conversations words for word. </li></ul>
    30. 30. Timekeeper <ul><li>The timekeeper supports the meeting by keeping track of time and keeping the meeting on schedule. </li></ul>
    31. 31. PEARLS
    32. 32. Module 3: Strategies for Effective Meetings <ul><li>Objectives </li></ul><ul><li>At the end of this module, you will be able to: </li></ul><ul><ul><li>Describe tips for incorporating technology into meetings </li></ul></ul><ul><ul><li>Establish meeting ground rules to improve the quality of meetings in your organization </li></ul></ul><ul><ul><li>List strategies for controlling a meeting nemesis </li></ul></ul><ul><ul><li>Describe strategies for injecting fun into meetings </li></ul></ul>
    33. 33. Technology and Meetings
    34. 34. Energizing with PowerPoint ® <ul><ul><li>Provides visual reinforcement </li></ul></ul><ul><ul><li>Enhances explanations </li></ul></ul><ul><ul><li>Displays results </li></ul></ul><ul><ul><li>Injects humor </li></ul></ul><ul><ul><li>Injects pride </li></ul></ul>Market Share
    35. 35. De-energizing with PowerPoint ®
    36. 36. Virtual Meetings <ul><li>http://secondlifegrid.net/about </li></ul><ul><li>http://www.webex.com/ </li></ul><ul><li>https://www1.gotomeeting.com/?Portal=www.gotomeeting.com </li></ul>
    37. 37. Injecting Fun into Meetings! <ul><li>“ You can learn more about a person in an hour of play than you can in a year of conversations.” </li></ul><ul><li>— Plato </li></ul>
    38. 38. PEARLS

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