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The Art Of Conducting Effective Meetings
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The Art Of Conducting Effective Meetings

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  • A very handy tool to organize meeting and it provides a complete checklist from Meeting preparation to Action taken and follow-ups. Easily available on internet for just 50$
  • Labeling the meeting's purpose will not only allow people to come to the session better prepared it will also help reveal if the right people are attending.
  • If you are planning on an information-sharing meeting, it is obvious you need the people with the right information in attendance and that the people who need to gather the information are also planning to attend. Similarly, if you want to make a group decision you have to assure the attendees are "empowered" to make this particular decision. Is there anyone not invited who might later reverse or hinder the outcomes? If so, make them part of the group. And remember, problem-solving activities will only be as good as the knowledge and expertise present. Attendees who are able to come the meeting may not be the ones that are needed there on the chosen date and time. For example, important decision makers or those who best understand the problem or work to be discussed are unable to attend. If a decision has already been made, is a meeting necessary to tell everyone or pretend to get "buy-in?" This can lead to low trust in the meeting leader. Is it relevant to discuss a perceived problem or work flow issues, if the people closest to the problem or issue are not available? Leaving out those most involved will not produce effective results and can lead to resentment.
  • -The chair should start on time to respect those who show up on time-Welcome the participants and review the agenda
  • -The chair should start on time to respect those who show up on time-Welcome the participants and review the agenda
  • If you discover everything to be done cannot be done in the allotted time, then add another day Your first impulse will be to resist this, but do it! Just as you want to protect your people's time from being wasted, you want to guarantee the investments of the time all of you make will provide a quality outcome.
  • If you discover everything to be done cannot be done in the allotted time, then add another day Your first impulse will be to resist this, but do it! Just as you want to protect your people's time from being wasted, you want to guarantee the investments of the time all of you make will provide a quality outcome.
  • Transcript

    • 1.
    • 2. The Art of Conducting Effective Meetings
      by
      AL-AWWAL MANAGEMENT CONSULTANCY
      WELCOME
      © 2009 AAE
      All Rights Reserved.
    • 3. Faisal Khan
      Trainer
    • 4. Understanding the meeting concept
      Discussing and practicing the meeting plan, organizing and managing procedures
      Making meeting more effective by using effective tools and techniques
      OBEJECTIVES
    • 5. No mobile phones
      No SMS
      Punctual starts
      No smoking
      House Rules
    • 6. Why Meeting is Important
      Do you Really need a meeting?
      Meeting Can be expensive
      Some Useful tools
      Meeting checklist
      Outcome of the meeting
      Meeting Purpose
      Select the Participants
      Inform the Participants
      Send Out an Agenda
      Who does what?
      Attendance
      AGENDA
    • 7. Start on Time
      Opening the Meeting
      Introducing the Situation or Problem
      Handling the Meeting – Leader Qualities
      Handling the Meeting – How To’s
      Time Management
      If it’s Worth Having, It’s Worth Recording
      No Grandstanding Please!
      Closing the meeting
      Conclusion
      Personal Action Plan
      AGENDA
    • 8. EXERCISE
    • 9. Lets Discuss….
    • 10. why meeting is important ?
      5 minutes for preparation5 minutes for presentation
    • 11. Meetings are important because that is where an organization’s culture and climate perpetuates itself
      Meetings are one of the ways that an organization tells its workers: “You are a member.” If you have bad, boring, and time-wasting meetings, then the people begin to believe that this is a bad and boring company that does not care about time
      great meetings tell the workers, “This is a GREAT organization to be working for!” Also, remember that bad meetings lead to more bad meetings which cost even more money
      Why Meeting is important
    • 12. Do you really need a meeting?
      • If you can accomplish your goal without a meeting don't have one”
      • 13. Unnecessary or less than productive meetings are costly and ineffective.
      • 14. Can this be done any other way?
      • 15. One on one over lunch
      • 16. A Quick phone call or email
      • 17. Unnecessary meetings can have even worse effects than the waste of money
    • Work hours--Calculate combined salaries of attendants + annual overhead + various costs / Working hours per year (2080)
      After hours--Calculate cost of being away from family or other functions
      Meeting can be expensive
      Calculate Cost Of Meeting
      Combined Salaries + Overhead + meeting Costs / Work Hours per Year
      Overhead is equal to company overhead per year.
      Additional Costs are associated w/ Briefing Rooms, Refreshments, Paper, Equipment and etc.
    • 18. Intangible costs include
      Missed Time with Family
      Fuel
      Bumping Schedules
      Reaction Time
      Frustration
      Non-Financial Cost
    • 19. Outlook Express
      Meeting Organizers
      Some Useful tools
    • 20. Outlook
      • A Very handy tool to schedule a meeting
      • 21. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings
      • 22. View calendars of others to see when they are free.
      • 23. Accept, reject, or propose new meeting times.
      • 24. Adds accepted meetings to your calendar, creating a reminder in the process.
    • Meeting Organizer
      • Just enter a key information it creates a professional set of documents required for organizing a meeting from scratch.
      • 25. Documents include Address lists, Invitations, Agenda, Minutes, Memo, Catering Order, Seating Planner, etc.
      • 26. Easily available on internet
    • Material Resources
      Meeting worksheets (action plans or barrier & solution worksheets)
      List of members with phone numbers and addresses for any new members present
      Name tags for large meetings of new groups
      Overhead Projector, PowerPoint Projector
      Directional signage
      Laptop Computer
      Meeting Checklist
      Meeting Room
      EXIT
      Wash Room
      Canteen
      Saad Khan
      Manager HR
      KamranIqbal
      Assit Finance Manager
      Faraz Mirza
      Manager Admin
    • 27. Flip Charts
      Paper, Notepads, Pens
      Board, Chalk/Markers
      Sitting Arrangements
      Podium with microphone
      Banquets/Refreshments
      Meeting Checklist
    • 28.
    • 29. Outcome of meeting
      • Establishing a desired outcome provides two things
      It gives a focus
      a "benchmark" against which actual outcomes can be measured
    • 30. Problem-solving meeting
      To share information
      Data gathering meeting
      A decision-making meeting
      To receive reports
      To discover, analyze, solve a problem
      To gain acceptance for an idea or program
      To resolve a conflict
      To obtain reactions
      To gain understanding
      Meeting Purpose
    • 31. Who needs to be there?
      Who will this affect?
      Should I invite someone just for a fresh perspective?
      Will the parties work well together?
      Have you invited the right people?
      Select the Participants
    • 32. Date, time and place
      Purpose and desired outcome
      Information to bring with them
      What is expected of them at the meeting
      Meeting length
      Special arrangements
      Inform the Participants
    • 33. Written plan for the meeting
      Order of subjects and time for each
      “If people are to prepare for a meeting, they need to know what it is about. Let them know. Send out an agenda a few days in advance
      Keep the agenda simple as possible
      Send Out an Agenda
    • 34. Meeting Agenda
    • 35.
    • 36. Facilitator - This is the person designated to direct the group session, by leading members through the activities required to achieve their outcomes. The facilitator ensures all members participate, reviews the outcomes, processes progress and summarizes discussions, decisions and consensus. In most instances the meeting leader retains this responsibility.
      Timekeeper - One team member should be assigned the task to monitor the agreed-upon time frames for agenda items and give updates to the group on time usage.
      Who does what?
    • 37. Minute Taker - This person's job is to capture and distribute proceedings of the session, which at a minimum must include "who has agreed to do what, by when."
      Scribe - Another participant records key ideas and issues, verbatim, on flip charts, and posts them on the meeting room walls for the whole group to see and refer to .
      Who does what?
    • 38. Make sure everyone attends
      Send a notice in advance. Include the purpose of the meeting, the list of participants and whom to contact if there are questions
      Provide agenda in advance
      Schedule a meeting on a day and time that is convenient to participate
      Attendance
    • 39. “A nine o’clock start means a nine o’clock start
      Facilitators, don’t start a minute later
      If you start on time habitually, people will get the message that they must be punctual as well
      Don’t repeat things for those that arrive late.
      No need to penalize the many for the tardiness of an attendee or two
      Latecomers can pick up what they missed from someone after the meeting, or from the meeting minutes”
      Start on Time
    • 40. EXERCISE
    • 41. How to open the meeting?
      5 minutes for preparation5 minutes for presentation
    • 42. Start on time
      Welcome the group
      Establish a friendly atmosphere
      Set the ground rules: when the meeting will end, how each member will be heard, what is expected
      Communicate the purpose and desired outcomes to all participants
      Introduce the situation or problem
      Stay focused on the agenda topics. Do not wander off topic or become distracted
      Opening the Meeting
    • 43. Bring everyone up to date
      Open with an attention getter
      Show that you value their ideas, opinions and questions
      Record ideas and notes on a flip chart
      Assign next steps throughout the meeting. Make all next steps specific assignments
      Opening the Meeting
    • 44. How it arose
      Why it is important
      Ask how it affects them
      Point out how they can help
      Explain the group’s responsibility
      Introducing the Situation or Problem
    • 45. Poise
      Sensitivity
      Impartiality
      Tact
      Sense of Humor
      Good Judgment
      Good Listening Skills
      Handling the Meeting – Leader Qualities
    • 46. Get everyone participating
      Promote an open atmosphere
      Summarize
      Use transitions
      Ask questions
      Test possible solutions
      Keep the discussion on track
      Work for consensus
      Plan for future action
      Handling the Meeting – How To’s
    • 47. Establish ground rule to make sure the meeting is effective.
      Ask Attendees to actively participate, to stay focused and to look for closure on discussion whenever possible. This will help to keep the meeting from getting too long and to keep discussion on topic
      Time Management
    • 48. If the allocated time for topic is being consistently exceeded, the chair should ask the group for input as to how to resolve the problem
      Simply build a plan for the session, step by step, and assign times to each step
      Time Management
    • 49. “Take minutes. They don’t have to be extravagant. Keep it simple
      While it is best to have an experienced minute taker at each meeting, it is typically a luxury, so more often than not, the responsibility falls on the facilitator. It’s not easy for the facilitator to be effective in both roles, but it can be done
      If it’s Worth Having, It’s Worth Recording
    • 50. Rotating meeting minute responsibilities among attendees for regularly scheduled meetings can ease the burden on the facilitator”
      The Minutes should be provided to each participant shortly after the meeting
      If it’s Worth Having, It’s Worth Recording
    • 51. Meeting Minutes
    • 52. “Some (typically manager types), use meetings to show that they are on top of things. They feel absolutely obligated to pipe up to show that they are the boss. Bosses, there is really no need to do this. These attempts to impress typically backfire and actually demonstrate a lack of knowledge. Others use valuable meeting time to try to impress the boss. Try to refrain from doing this as well. The meeting is about getting things done, not about brown-nosing. Offer up your opinions when you think they will truly help accomplish something. Spend the rest of the time listening”
      No Grandstanding Please!
    • 53. Review the problem briefly
      The chair should try to end the meeting on time on a positive note
      Any action to be taken and assignments resulting from the meeting should be reviewed
      Indicate time to conclude
      If there is to be another meeting, the group should agree on the date and time
      Closing
    • 54. Summarize the progress made
      Mail out notes or action lists as appropriate
      Follow up with any meeting participant who made a commitment
      Emphasize agreements
      Inform of developments
      Thank the group
      Closing
    • 55. Conducting an effective business meeting requires the efforts of all parties involved
      Careful and diligent planning, written agendas, and prompt and focused conduct will help to ensure that the meeting’s goals are met in an effective manner
      Determining early in the planning process which participants are necessary and keeping meeting size minimal are also important factors in meeting management
      Conclusion
    • 56. ROLE PLAY
    • 57. Lets Call a Formal meeting!
      Activity time 30 minutes
      ROLE PLAY
    • 58. ROLE PLAY
      Split into 2 Groups
      Select the topic for meeting e.g. Cost Control, Discipline, New business developments, Monthly Sales Target review etc..
      Plan,Organise,Manage and close the meeting using effective meeting tools and techniques
      One Group perform and other group evaluate then Vise Versa
    • 59.
    • 60. THE END
    • 61. THANK YOU