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Effective meetings
 

Effective meetings

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    Effective meetings Effective meetings Presentation Transcript

    • Effective meetings
      Presented By: Mahmoud Ghoz
    • Agenda
      The problem with meetings.
      The cost of the meeting.
      Why Meetings Matter?
      Five-Stages process for facilitating meetings (PIPSR steps)
      Last word
      Free talk
    • The problem with meetings
      Research on the top 4 timewasters in order of significance:
      Telephone interruptions
    • The problem with meetings
      Research on the top 4 timewasters in order of significance:
      Drop-in visitors
    • The problem with meetings
      Research on the top 4 timewasters in order of significance:
      Meetings
    • The problem with meetings
      Research on the top 4 timewasters in order of significance:
      Crises
    • The cost of the meeting
      Multiply the salary of each person by the time spent and arrive at a dollar cost of the meeting. In addition, add the cost of the time of the leader plus the direct costs of the facilities, materials, aids, food, and so forth.
    • Why Meetings Matter?
      What do you think you attend all these meetings?
      Can we just replace those meetings with any other mean?
      Are we just wasting our time?
    • PIPSR steps
      Plan
      Establish a clear purpose for the meeting.
      Confirm the necessity of the meeting.
      Invite the right people.
      Explain what will be discussed and why.
    • PIPSR steps
      Inform
      Give sufficient details
      Have a logical order
      Allocate appropriate time slots for each item based on importance, not urgency.
    • PIPSR steps
      Prepare
      Your objectives
      Your contribution
      Questions
      Homework
      Actions
      Authority
      Consultation
    • PIPSR steps
      Structure and control
      Making sure that evidence comes before interpretation and interpretation comes before decisions.
      Keep the stages separate.
      Prevent people from jumping to the next stage or going back over old ground.
    • PIPSR steps
      Tips for beginning the meeting
      Start on time
      Set the tone of the meeting – formal or casual.
      Introduce new team members or visitors
      State the objectives and agenda
      Assign timekeeping and minutes responsibility.
    • PIPSR steps
      Tips for conducting the meeting
      Keep the meeting focused on agenda items.
      Control interruptions professionally.
      Remain focused on objectives throughout. If other topics come up not on the agenda, add them to a future agenda
      Give breaks as needed
    • PIPSR steps
      Tips for conducting the meeting
      Encourage participants to ask questions and share opinions.
      Engage team members that don’t speak a lot.
      End the meeting on time.
    • PIPSR steps
      Summarize and Record
      Summarize and record decisions and actions points.
      Note the name of the person responsible for action items and follow up as needed.
      Review feedback about the meeting and improve it.
      Evaluate yourself.
      Distribute the minutes.
    • Last word
      Unite the Group
      Focus the Group
      Mobilize the Group
    • Free Talk
      ?