Team meeting3
Upcoming SlideShare
Loading in...5
×
 

Team meeting3

on

  • 330 views

 

Statistics

Views

Total Views
330
Views on SlideShare
330
Embed Views
0

Actions

Likes
0
Downloads
2
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Microsoft Word

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Team meeting3 Team meeting3 Document Transcript

  • Team MeetingKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 1 -
  • Team MeetingTeam MeetingAims:This program will give you the knowledge and skills to manage team meetings moreeffectively in your workplace. Specifically, by the end of the program, you will:a. be able to describe the seven part formula for managing meetingsb. have evaluated how well you manage your own team meetingsc. have planned at least five specific ideas for improving the effectiveness of your teammembers.Contents:A. Introduction1. Your own experience2. Knowledge Pre-testB. Meeting1. Convinced2. Objective – objectives, agenda, checklist3. Navigate4. Time management5. Resolve conflict6. Outcomes7. List of actionsC. EvaluationD. ExerciseE. SummaryKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 2 -
  • Team MeetingA. Introduction1. Tell us your story……..a. Describing the worst meeting that you have attended. Be specific.………………………………………………………………………………………………………………………………………………b. Describe what the leader could have done to improve the meeting………………………………………………………………………………………………………………………………………………c. Describe what the other participants could have done to improve the meeting………………………………………………………………………………..…………………………………………………………………………………d. Describe what you could have done to improve this meeting……………………………………………………………………………..……………………………………………………………………………..e. Based on your answers, prepare a list describing five ways to improve meetings.…………………………………………………………………………………….…………………………………………………………………………………….Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 3 -
  • Team MeetingIf you are working as part of a group, after you have completed your individualanswers, discuss your experiences. From your combined answers, choose five keyways to improve meetings. Write your list on the flipchart. Compare your list withthose of the other groups. At the end of the session, check how many of your pointsmatch the key actions.Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 4 -
  • Team Meeting2. Knowledge pre-testa. Most meetings in the workplace are useful and productive True/Falseb. An agenda can make a meeting too formal True/Falsec. It is best to avoid tangents and stick to the agenda True/Falsed. It is OK to have a meeting without a clear objective True/Falsee. It is appropriate to re-negotiate the time allocated for an itemif it is important True/Falsef. If a conflict arises it is best to let people argue it out so thatthey can get over it True/Falseg. Most people in meetings will ensure outcomes are met. True/Falseh. People remember meeting outcomes. It is not necessaryto list who will be doing what by when. True/FalseTotal Score: __________________ (score one point for each correct answer)Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 5 -
  • Team MeetingB. The video1. Con_________.What’s the cost of a meeting?2. Ob______________.Suppose you are conducting a meeting, please consider the following items when youplan for the meeting:I. Why is the meeting being held?…………………………………………………………………………………..II. What issues need to be discussed?…………………………………………………………………………………………………………………………………………………………………………III. What decisions have to be made?…………………………………………………………………………………….…………………………………………………………………………………….Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 6 -
  • Team MeetingIV. Who needs to be there?……………………………………………………………………………………..……………………………………………………………………………………...V. What information do they need to bring?……………………………………………………………………………………….………………………………………………………………………………………VI. What information do I need to provide?………………………………………………………………………………………………………………………………………………………………………………VII. What has to be achieved as a result of this meeting?…………………………………………………………………………………….…………………………………………………………………………………….Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 7 -
  • Team MeetingNow write your answer into a agenda format. See the following example:AgendaTraining Department MeetingDate: 14 May 1999Time: 3.05pm to 4.00pmPlace: Tan Cheng Lock Room, KM1Participants:Shaik Amir (Chairperson)Gideon (Note Taker)Latifah (Time Keeper)Ruzi PanjangGH TanItems for discussion and resolutionItem No Topic Action Time allocatedMinutes from the previous meetingheld 12thApril 1999Shaik Amir 2 minutes1 Analysis of re-organization inoperation departmentGH Tan 15 minutes2 Selection of Safety Training.Feedback for the proposed plan(see attached information)Latifah 20 minutes3 Training plan for 2000 update Ruzi Panjang 20 minutes4 AOB Shaik Amir 5 minutesKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 8 -
  • Team MeetingAgendaMeeting:Date:Time:Place:Participants:Chair:Note taker:Time keeper:Members:Items for discussion and resolution:Item No Topic Action TimeallocatedKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 9 -
  • Team MeetingLeader’s pre meeting checklistHave I determined a suitable date and time for the meeting?Has an appropriate venue been booked?Will the seating arrangement enable all participants to communicate easilywith each other?Is the equipment required available? (flipchart, overhead projector)Have I invited the participants necessary to achieve the purpose?Have the participants had input into the agenda?Has the agenda been planned and forwarded to participants?Has supporting information been provided if necessary?Will the agenda be received in time to prepare for the meeting?Participant’s pre-meeting checklistHave I planned to be at the meeting on time?Have I read the agenda and the accompanying papers?Do I have a clear understanding of the purpose of the meeting?Have I prepared all the information to take to the meeting?Will I be ready to participate in decision making?Do I know what is required of me?Have I decided what research needs to be done?Have I encouraged input from other staff in my section?Have I considered the best way to present my information?Do I need to prepare a written or oral report?Can I anticipate possible questions and prepare answers?Note Taker’s pre-meeting checklistHave I planned to be at the meeting on time?Have I read the agenda and the accompanying papers?Do I have a clear understanding of the purpose of the meeting?Do I have copies of the previous minutes, agenda and papers?Am I prepared to listen carefully?Will I concisely record the key points of discussion and decisions?(What, when, where, how, and by whom?)Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 10 -
  • Team MeetingC. Navi_________________________.Four key navigation skills:……………………………………………………………………………………………………………………………….………………………………………….Other: Ground rules?Example:a. start and end on timea. turn off pager and hand phoneb. Ready to contributec. Feedback constructively. Not talking behind someone’s backd. Social chit chat kept to before and after the meetinge. Every one is clear about the roleWhat about your group?Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 11 -
  • Team Meeting4. Time ___________________________.How do you make sure you are controlling the things are within the allocated time ?Arrive on time:………………………………………………………………….Finish each item on time:………………………………………………………..End on time:………………………………………………………………………5. Resolve C___________________See conflict as _________________________.How do you deal with conflict?Suggested steps:1. Define the problem that has to be solved2. Identify options to solve the problem3. Discuss the probable results of each alternative4. Select the best alternative5. Take the necessary action6. Evaluate the results7. Revise the decisionKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 12 -
  • Team Meeting6. Outcomes7. List ActionWhen is the best time to do it?………………………………………………………………………………………………………………………………………………………………How to do it?……………………………………………………………………………..……………………………………………………………………………..Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 13 -
  • Team MeetingMinuteTraining Department MeetingDate: 14 May 1999Time: 3.05pm to 4.00pmPlace: Tan Cheng Lock Room, KM1Participants:Shaik Amir (Chairperson)Gideon (Note Taker)Latifah (Time Keeper)Ruzi PanjangGH TanItems for discussion and resolutionItem No Topic Action by Completion dateMinutes from the previous meetingheld 12thApril 1999 agreed asaccurate and complete recordShaik Amir1 Agreement to trial run the trainingprogramsGH Tan 28 May2 Agreed to report the plan to theteamLatifah 23 May3 Follow up with SupervisoryTraining ProgramRuzi Panjang 26 MayKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 14 -
  • Team MeetingMinuteMeetingDate:Time:Place:Participants:Item No Topic Action by Completion dateKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 15 -
  • Team MeetingLeader’s action checklistAre the minutes a clear, concise and accurate record of themeeting?Do the minutes show what has to be done, by whom, and when?Do the minutes give recognition and show appreciation of theparticipants?Is there a record of unfinished business to go on the next agenda?Have the minutes been sent to participants by the agreed date?Have I carried out tasks I agreed to do?Have I informed other staff of decision resulting from themeeting?Have I allowed time to discuss any problems staff may be having?Did the meeting achieve the objectives in the purpose statement?Have I evaluated participant feedback and planned improvements?Have I contacted participants to monitor their progress?Have I evaluated my personal performance?Participant’s action checklistHave I briefed staff in my section following the meeting?Have I planned to carry out the tasks I have agreed to do?Did I give honest and open feedback during the meeting?Were my contributions thoughtful and relevant?Have I evaluated my personal performance?Have I examined areas for improvement?Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 16 -
  • Team MeetingB. EvaluationLeader’s post meeting checklistDid I start the meeting on time?Did I make participants feel welcome?Were the ground rules set?Did we clarify our purpose?Did I keep the discussion focused on the agenda items?Did I monitor the time spent on each item?Did I encourage an equal input from all participants?Did I keep an open mind?Did I moderate the discussion and deal with any problem’behavior?Did I summarize decisions and actions after each item?Were participants clear about what they agreed to do?Did I show my interest in and appreciation of input byparticipants?Did the meeting finish on time?Did I maintain a friendly and supportive atmosphere?Did we achieve our objectives?Participant’s post-meeting checklistDid I arrive on time and did I bring what was required with me?Did I focus on the objectives of the meeting?Did I represent the views of my section relating to the agenda?Did I listen and avoid chatting?Were my comments relevant and clearly spoken?Did I keep an open mind and adhere to the ground rules?Did I encourage and support other participants?Did I do my part and cooperate to reach consensus?Did I use questions to clarify comments and input from others?Note taker’s post meeting checklistDid I effectively summarize the proceeding?Did I question and seek feedback to clarify decisions andactions?Are the minutes a clear, concise and accurate record of themeeting?Do the minutes show what has to be done, by whom, and when?Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 17 -
  • Team MeetingTake time to reflect on your meeting skillsWhat did I do well?………………………………………………………………………….………………………………………………….…………………………………………………………………………………………………What could I do better?………………………………………………………………………………………………………………………………………………………..…………………………………………………………………………..What specific action I take to improve my performance next time?…………………………………………………………………………….…………………………………………………………………………….…………………………………………………………………………….C. ExerciseCarry out a ‘real’ meeting. Appoint one person as note taker, one person as chairperson,two persons as observer and the rest to be members. Pick up a topic and discuss as ‘realmeeting’. Be natural and usual.15 minutes later, stop the meeting. The observer gives comments. Then the chairpersonand some persons.Two major questions?What they did well?What could be improved?Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 18 -
  • Team MeetingD. Test and SummaryMeeting self-evaluationa. when we meet we are all clear about why. We have clear, specific True/FalseobjectivesComment ……………………………………………………………………….…………………………………………………………………...………………b. When we meet I am always convinced the meeting is the best way to True/Falseachieve our objectivesComment ……………………………………………………………………….…………………………………………………………………...………………c. We start our meeting on time, finish on time, and stick to our time True/Falseallocation for each item.Comment ……………………………………………………………………….…………………………………………………………………...………………d. Irrelevant or unnecessary tangents during our meetings are efficiently True/Falseand politely avoided.Comment…………………………………………………………………………….………………………………………………………………………………………..e. We all feel free to express our views, and if there are disagreements True/Falsethey are explored productively.Comment………………………………………………………………………….……………………………………………………………………………………f. We usually achieve our meeting objectives of making decisions, True/Falsesolving problems, or sharing information.Comment………………………………………………………………………….……………………………………………………………………………………g. At the end of our meetings, or soon afterwards, a list of actions True/False(who will do what by when) is drawn up and circulated.Comment………………………………………………………………………….………………………………………………………………………………… …Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap- 19 -