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Efficient meeting ppt

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project on condting effective meatings

project on condting effective meatings

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  • 1. CONDUCTING AEFFECTIVE MEETING
  • 2. MEETING PREPARATION Continuous Cycle  Preparation  Conducting a meeting  Follow-up to meeting Pawan Kumar Singh
  • 3. INFORMATION GATHERING Collect ballot results Review correspondence Review minutes and action items from previous meeting Contact TG chairman Review jurisdiction list Contact staff manager Prepare agenda
  • 4. Essential Questions What are some characteristics of effective meetings? What structures and processes can be used by teams to ensure that their meetings are effective? What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings? Pawan Kumar Yadav
  • 5. Tips for Leading Effective MeetingsEffective Meetings Need to Have:  Good structures  Good processes  Good leadership/facilitation
  • 6. Creating Productive Processes Use agendas with timelines  Have the group agree on the agenda ahead of time, or  Come with a partial agenda and ask for input  If there’s too much to do, prioritize and stick to your timelines Use roles and share them when possible  Typical roles include: facilitator, recorder, timekeeper  The facilitator’s role can be shared, even if there’s one “official” leader  Shared roles help to create a sense that all members are equally valued Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills  Build in processing time to discuss what the group is doing well and what needs to be improved
  • 7. WHY IS AN AGENDA IMPORTANT??Prepares chairmanPrepares attendeesCreates an interestClearly defines objectivesProvides a valuable organizational tool PIYUSH PANDEY
  • 8. INFORMATION AGENDA INCLUDES: Meeting date, time, location General information Agenda/minutes approvals Agenda items with background/goals Old/New Business Summary/ Assignments
  • 9. DISTRIBUTION OF AGENDAS Provide electronic copy to staff manager –manager will post to members only section of home page –ensure copies are available at the meeting
  • 10. COVERAGE OF MEETING IFYOU CANNOT ATTEND, FIND A REPLACEMENT BRIEF YOUR REPLACEMENT ON THE AGENDA Pragati Chaudhary
  • 11. AT THE MEETING Is the room set properly Audio visual Number of seats
  • 12. Creating Strong Structures Teams need to decide how they will be structured to conduct their business  Decide on regular meeting times  Identify group norms and purpose  Decide how meetings will be conducted (e.g., use of agendas and roles, etc.)  Talk about how decisions will be made (e.g., consensus, democratic, etc.)  Talk about how members will communicate between meetings
  • 13. Opening Discussion Think about a meeting that you’ve been to lately that you consider to have been effective. How do effective team meetings contribute to collaboration? Pragati Kumar
  • 14. Think, Pair, Share Activity Individually, list as many ideas as you can about factors that contribute to effective team meetings. In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings. Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.
  • 15. Paying Attention to Leadership and Facilitation Remember to balance the task and relationship aspects of collaboration  Focus both on getting tasks done and developing good relationships  Try to read the energy of a group and adapt as necessary  Use humor-- wisely PRAJESH RAWAT
  • 16. Paying Attention to Facilitation (cont’d) Use your role to help develop a sense of equity among team members  Encourage equal participation among all members  Remind members that participating means listening as well as talking Use your role as a way to identify when decisions are being made  Note the difference between “discussion time” and “deciding time” When necessary, step in to help resolve conflict and/or to help in doing so
  • 17. CONDUCTING A MEETING START ON TIME!! Delegate the task of taking minutes if you haven’t a subcommittee secretary Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary Prakhar Gupta
  • 18. ROLE OF THE CHAIRMAN Recognize attendees who wish to speak Remain neutral Summarize discussion and future action Maintain order
  • 19. WHY DO WE RUN OUT OF TIME?? Repetition Wander from the agenda Lengthy discussion of controversial issues Prashant Kumar Singh
  • 20. MEETING TECHNIQUES Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed
  • 21. CLOSING A MEETING State conclusions reached Summarize assignments Give staff manager next meeting requirements Prashant Ranjan
  • 22. AFTER THE MEETING Prepare minutes as soon as possible after the meeting – actions and discussions that took place are fresh in the writer’s mind – committee members may rely on receipt of minutes before they implement promised actions Send electronic version of minutes to the staff manager
  • 23. PREPARING MINUTESFollow the format of the meeting agenda and include: –the committee number and title, date/location of meeting, and time called to order –an accurate summary of the decisions and conclusions reached –the assignments that were made –the follow-up action required –time of adjournment and notice of the next meeting date, time and location