Conduction of effective meeting is core purpose of meetings

1. Management Techniques Course
By : Sameea Ahmreen
12-3-2018

2. Plan
 Meetings
 Types of meeting
 Bad or Good meeting
 Impact of Bad Meeting
 Causes of Bad meeting
 Components of Meeting
 Effective Meeting Skills

3. Meeting
 Meeting is basically a collaborative work process
 The word “meeting” encompasses almost as many
possibilities as word “work” it self
 Participants refer generally to the people who take part
in a meeting

4. Types of Meeting
It depends: Decide:
 People
 Contents
 Process
 Purpose
 Why
 When
 Who
 What
 How

5. Types Of Meetings
 Problem-Solving Meeting Objective:
 To discuss an issue or conflict and decide how to solve it.
I. Identify the Problem
II. Determine the causes
III. Generate possible solutions
IV. Evaluate the proposed solution
V. Choose the best solution

6. Types of Meeting
 Informational Meeting Objective:
 To give or receive information about a specific idea or
important matters concerning the attendees.

7. Types of Meeting
 C. Brainstorming Meeting Objective:
 To produce new ideas about a specific topic.
 Before the meeting, participants should be told the
objective of the session as well as their role in the
brainstorming session.

8. Types of Meeting
 Brain Storming (contd….)
 Background information, if available, should also be
distributed to participants prior to the session.
 The atmosphere of the meeting should be loose and
informal.
 Make sure that no idea is ruled out because it's too wild.
 Try to avoid judging ideas.
 A facilitator should be appointed to control the flow of
information and record ideas as they develop.

9. Impacts of Bad Meeting
 Bad meetings are bad for “YOU”
 Bad meetings are bad for “YOUR PEOPLE”
 Bad meetings are bad for “ORGANIZATION”
 Bad meetings are bad for “YOUR CARRIER”

10. Causes of Bad Meeting
 People invited do not show up
 Arrive late or leave early
 People doodle
 Too many talk at once
 Meeting is dominated by one person

11. Causes of Bad Meeting
 The meeting is dominated by leader
 People get into personal attacks
 Nothing gets accomplished
 Rehashing of topics discussed in previous meeting
 Meeting too long accomplished too little

12. Bad Meetings
 People express relief on leaving bad meeting
 Managers and employee are stuck
 No preparation
 Unclear roles and responsibilities
 Do not bring necessary resources
 Wrong place
 Timing

13. Cycle of Bad meeting

14. Good Meetings
 Treat meeting like work
 The single most effective way to improve meeting is to
make sure that every one treats every meeting like any
other essential work activity
 Every participant should arrive knowing what the
group is going to do
 Be aware of what is expected of him of her
 Be prepared to contribute to the best of her or his
ability

15. Effective Meeting Skills
 Manage time and get results
 Spend less time in meetings
 Facilitate meetings
 Participate in meetings
 Prepare and use the most important tool in a meeting
- an agenda

16. Effective Meeting Skills
 Decide the best times to meet
 Recognize and deal with problems during meetings
 Evaluate the effectiveness of meetings
 Follow up on decisions
 Set ground rules for success

17. Effective Meeting Skills
 The six tips for planning a meeting
 Don't Meet Avoid a meeting if the same information could be
covered in a memo, e-mail or brief report.
 Set Objectives for the Meeting Before planning the
agenda, determine the objective of the meeting.
 The more concrete your objectives, the more focused .

18. Skills of Effective meeting
 Provide an Agenda Beforehand
 Your agenda needs to include a one sentence description
of the meeting objectives, a list of the topics to be
covered and a list stating who will address each topic for
how long. Follow the agenda closely during the meeting.

19. Skills of Effective meeting
 Assign Meeting Preparation.
 Give all participants something to prepare for the
meeting, and that meeting will take on a new
significance to each group member

20. Skills of Effective meeting
 Assign Action Items.
 Don't finish any discussion in the meeting without
deciding how to act on it.
 Examine Your Meeting Process.
 Don't leave the meeting without assessing what took
place and making a plan to improve the next meeting

21. How to develop a comprehensive
agenda
 Title Of The Meeting
 Objectives
 Attendees Date,
 Time And Duration Location
 What To Bring
 Presenter Topic
 Allocated Time To Each Participant

22. Time Management
 Best of Times
 Worst of Times
 Charles Dickens used to says
 “it was the best of times; it was the worst of times”

23. Time Management
 Tips for starting and finishing on time
 If You're the Meeting Organizer
 State that the meeting will begin promptly at the
scheduled time
 Participants should be on time
 Send a reminder e-mail thirty minutes before the
meeting
 Encourage meeting participants to arrive on time

24. Time Management
 Ensure that you begin the meeting at the scheduled
time
 Close the meeting room doors at the scheduled time.
 If your meeting starts a little late, you should still
finish the meeting at the scheduled time.

25. Time Management
 If You're the Attendee:
 Quickly review the agenda before heading to the
meeting.
 Make your way to the meeting ten minutes before it
actually begins.

26. Time Management
 Consider speaking up if the meeting organizer shows
up late.
 Try to ask only relevant questions during the meeting.
 Conclude the meeting when it was scheduled to end.

27. Improving meetings
 Meeting evaluation
 Providing feedback and follow up on decisions.
 Problem solving and facing difficult situations.

28. Evaluation
 Ask attendees to fill out anonymous paper surveys
after the event or at certain points throughout the
event.
 Create positive and negative feedback
 Ask the planning and management team to check if
the goals of the meeting are met.

29. Ground rules
 Attendance
 Promptness
 Participation
 Responsibility

30. References
 The Manager’s Guide to Effective Meetings by
Barbara J. Streibel Mc. Grawhill 2003
 Effective Meetings: 20 Sure-Fire Tools Human
Resource Development, 2009
 Death by Meeting: A Leadership Fable...About
Solving the Most Painful Problem in Business John
Wiley & Sons, 03-Jun-2010