Although 75% say it is “almost essential” to have an agenda, they use an agenda only 50% of the time
Only 64% of meetings achieve their intended outcome
What is a Meetings? A meeting is an outcome directed interaction between 2 or more people that can take place in any of four environments Time Place Same Different Same Different Focus Groups Shift Workers Video Teleconferencing Dispersed Project Team Any Time, Any Place
Outcome-directed meeting Resources Present State (problems) Desired State (outcomes) Action Plan Topic 1 Activity Activity Topic 2 Activity Activity Topic 3 Agenda (Steps) Task Group/ people
The main goal of meetings a vehicle for communication & action not for confusion & frustration
Purpose of the meeting 1. Take decisions 2. Collect views, information and proposal 3. Briefing 4. Exchange information 5. Generating ideas 6. Enquire into the nature and causes of a problem
tests of an effective meeting 1. The outcome justifies the time spent. 2. There mustn't be a better outcome with the same investment. 3. The outcome must be acted on.
Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. 1. Planning and preparation 2. Efficient disposal of business Module 9 Elements of good meetings
Good Meetings (contd) Module 9 3. Open participation with adherence to the rules 4. Effective follow-up
criteria for an effective meeting 1. Purpose is clear to all attendees. 2. All who are needed are attending and only those who are needed are attending . 3. Participants are prepared. 4. Time is effectively used. 5. Participants are committed. 6. The main goals is achieving the goals, not meeting for sake of meeting. 7. The outcome should justify the investment. 8. Actions, responsibilities and mechanism for review are clear.
Meetings should be clear on whether a decision is really being taken by the meeting or whether, on the other hand, there is one person who has the responsibility for taking the decision with the help of meeting.
Where a series of people are to report overlapping information to a meeting (e.g. Progress reports on a project) questions on each report should be limited to clarification until all reports have been given.
Somewhere in the middle of the uncharted Pacific Ocean, we find a beautiful, green, and uninhabited island. An off-course plane crashed on the island stranding seven people-a pregnant woman, a well-known American scientist, a teen-aged girl, an elderly diabetic man, a famous doctor, a software specialist, and a catholic priest.
By luck, a lost plane stumbles upon t he island, but can carry only one of the seven back and possibly reach civilization. Since the plane was lost and does not have a GPS, the likelihood of its being able to return is remote. Although the people on the island will not starve, they must be able to meet necessary social and biological needs to survive.