Mf chairing meetings efficiently
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Mf chairing meetings efficiently

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This presentation was put together for the office associates of Creme, a SME in Ireland. The aim of the presentation was to show

This presentation was put together for the office associates of Creme, a SME in Ireland. The aim of the presentation was to show

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  • Leaders can either inspire people in meetings or drain their energy. Every meeting needs a leader who understands the purpose and can communicate that purpose to all participants. They should possess excellent time management skills that allows them to keep discussions on track while following the agenda. They ensure participation from everyone and they are responsible for key decisions made during meetings.
  • The purpose of meetingsMost people do not like attending meetings – especially if they are not sure what the purpose of the meeting is, or if it goes on too long and achieves too little. Meetings must not be too frequent or held just for the sake of it. There must be a need for a meeting. There should be decisions about the different types of meetings needed. For example, some meetings could be to discuss policy and others to discuss organisation (practical work).Wherever possible the members must know what type of meeting they are going to and what the meeting is for – in other words, the PURPOSE of the meeting(http://www.etu.org.za/toolbox/docs/building/webmeetings.html)
  • Don’t go into problem solving mode when conflicts arise, instead make note to set up a future meeting to address other problems.
  • Items for consideration:It’s purposeFrequencyParticipants to attendThe meeting leader- the time keeper
  • http://www.businessballs.com/meetings.htm

Transcript

  • 1. Chairing Meetings Efficiently
    Presented by: MF
    Date: 05.05.2011
  • 2. Agenda
    5/5/2011
    2
  • 3. Aim of Presentation
    To identify ways to make meetings within Creme more effective and efficient.
    5/5/2011
    3
  • 4. Our Current Internal Meeting Model
    9.30am Nutrition SCRUM
    9.50am Gemini SCRUM
    Weekly meetings with line Managers
    Project based meetings- Gemini, Food4Me etc.
    Prospect based meetings- Kick off preparations
    We have a clearly focused model with different objectives set for each type.
    5/5/2011
    4
  • 5. Meetings for Different Purposes
    5
  • 6. Meeting Objectives
    Plan
    Gather information
    Generate ideas
    Give feedback
    Find solutions
    Reach agreements
    Decide on outcomes for each agenda item
    5/5/2011
    6
  • 7. Structure for Conducting Efficient Meetings
    Set a time that works
    Set an agenda, take minutes and attendance
    Appoint a time keeper
    Distribute any written material in advance
    Set up time to summarise-
    Reconfirm tasks, next dates and decisions made
    5/5/2011
    7
  • 8. Setting up a Meeting
    Do you know the purpose of the meeting?
    Do you know the difference in function between the different teams present?
    Are you aware of the objectives or the expected outcome that should happen at the next meeting?
    POST: Purpose, Objective, Scope, Time
    POSTAD TV: Priorities, Outcomes, Sequence, Timings, Agenda, Date, Time, Venue
    To make our meetings more effective, we need to have multiple types of meetings, and clearly distinguish between the various purposes, formats, and timing of those meetings.
    -Patrick Lencioni
    Death by Meeting
    5/5/2011
    8
  • 9. How to set up a Meeting.......
    5/5/2011
    9
  • 10. Meeting Logistics
    Make sure the room is a comfortable area
    Able to see and hear
    Nice temperature
    Reserved for an agreed date and time (email)
    Send out meeting reminders and agenda in advance
    Check other needs; TV, overhead projector, flipcharts, refreshments etc..
    5/5/2011
    10
  • 11. Meeting Decisions
    Stay on the agenda item
    Allow both sides the opportunity to dispute
    If you disagree with a decision, don’t stay quiet
    State your concerns courteously, clearly and constructively
    5/5/2011
    11
  • 12. Enhancement Tips
    Establish the meeting purpose
    Focus on 3 main thoughts or ideas you wish to bring to the presentation
    Those who create the agenda control the meeting- allow for shared ownership
    Strong opening and closing relating to focus points.
    Call to Action- The next steps for each participant need to be concluded.
    Listen
    5/5/2011
    12
  • 13. Benefits of Effective Meetings
    To save time
    Increase motivation and productivity
    Solve problems quickly
    Create new ideas and initiatives
    Carries more meaning compared to written word
    Ensures better use of resources
    Spread accountability
    5/5/2011
    13
  • 14. Efficient Meetings Summary
    Purpose
    Plan
    Communicate
    Time
    Focus
    Next actions recap
    5/5/2011
    14
  • 15. 5/5/2011
    15