25% to 80% of managers’ and professionals’ time is spent in meetings
More than 33% of time spent in meetings is unproductive, costing business an estimated $37 billion a year
For one Fortune 500 firm, the loss is $71 million a year
Almost 72% of business leaders surveyed currently spend more time in meetings than they did five years ago. More than 49% expect to be spending even more time in meetings four years from now.
Only 33% of business leaders surveyed have had formal training in how to run meetings
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.
not by status or convention
All who are needed are attending and only those who are needed are attending .
Preparation depends on the circulation in good time of an agenda for the meeting
The notice of a meeting should inform
date, time, place and intended duration
people attending and their roles
preliminary documentation, preparation, etc.
the procedure for adding any items to the agenda
The use of time – meeting structure
a structure which is suited to the purpose and membership of the meeting.
whiteboard or a flipchart
discussion is focused
ideas are not lost
minutes can be based on them
avoids repetition of the same ideas
recorded ideas can be dealt with in sequence
avoids the dialogue of the deaf
Makes sure there is a time-limit for each agenda item
Let’s the group know when time is almost up
Keeps the group on task, avoid tangents
Tips for Effective Meetings
Start and end your meetings on time
Keep announcements to a minimum
Sit in a circle
Have an agenda and set time limits for each item
Don’t let anyone dominate
Use hand signals
a bright room with adequate lighting;
a comfortable heating level;
good air circulation;
a good seating arrangement; and
the early opening of the room.
Ensure: Module 9
The only thing accomplished efficiently in a large meeting is the giving of information.
If the group is to respond with ideas or ask questions
Split the qroup into discussion groups (8 is the ideal number)
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.
Facilitation & Running Effective Meetings
What is Facilitation?
Process for running meetings or making decisions in a way that is:
Why use facilitation?
To involve people
To make meetings more effective
To increase the number of minds working on a problem
To stay on task
To keep people coming back to meetings
10 Tips for Facilitating Discussion
10 Tips for Facilitating Discussion (cont.)
Steps to Facilitation Success
Choose a facilitator
Set (or review) Ground Rules & Group Norms
Choose other roles (as necessary)
Start meeting agenda/Discussion
generation of ideas
This can be the purpose of a total meeting or of a part of a meeting.
In many instutions there are pure “brainstorming” meetings in which the aim is to promote creative solutions to the problems.
The key to success is to gather ideas systematically and not to allow any evaluative comments during the process.
All ideas must be recorded on board or on a flipchart.
The aim is to get as many as ideas in a given time.
Key to success
Let yourself go and freewheel
Quantity not quality
Use verbal shorthand; do not explain in detail
It is both fun and highly productive
Set down a subject as the central point
It is frequently used in report-essay writing and web design
It enables the individual or group to collect ideas and organize them as they spring to mind, rather hold them back until relevant subject comes up in sequence.
By letting our eyes wander on the chart we constantly restimulate our brains in each area.
In a meeting, you may notice the following phenomena
Repetition by the same person of the same point
Failure of people to take up each other’s points except to attack them
“ not invented here” reactions
Lack of interest manifested by body language
Arguments about the structure of the meeting
Several people talking at once
Blocking out of certain people and alliances between others
Skillful anipulation of the meeting
Types of Motions
fix time of next meeting
questions of privilege
Privilege motions: Module 9
Types of Motions (contd)
requests for information or answers to questions
call for vote to be conducted in a particular way
points of order
Incidental motions: Module 9
Recording a Meeting
decisions made based upon a majority vote:
efficient way to dispose of business
minority may feel left out
concern that issues rushed
Small majorities result in implementation problems.
Consensus While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision. Module 9
Share the burden
Reward by review
Punish in many ways!
Thou Shalt Always Know What Time It Is
Thou Shalt Not Forget the Main Reason for Meetings
Thou Shalt Remember the Golden Rule of Meetings: Praise in Public, Criticize in Private
Ten Commandments Contd…
Thou Shalt Not Convene Meetings Outside of Normal Business Hours
Thou Shalt Not Use Group Pressure to Logroll Conclusions
Thou Shalt Not Use Meetings to Gain Acceptance by force
Thou Shalt Keep the Personal and the Corporate Distinct
Thou Shalt Remember that the people are to participate
Thou Shalt Always Prepare a Clear Agenda and Circulate It Beforehand
Thou Shalt Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists
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.
The Island Experience
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.
The Island Experience
Develop meeting outcome
Develop meeting agenda: Sequence of “generate,” “ organize,” “evaluate,” “communicate.”
The Island Experience
Turn in a written expression of your outcome-oriented meeting (an outcome map to include with your journal)
The write a journal entry to be submitted as a component of assignment 5 providing your assessment of the effectiveness of the team and the members of the team.