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  • 1. Umiker's Management Skills for the New Health Care Supervisor, Fifth Edition Charles McConnell
  • 2. Chapter 34 Holding Effective Meetings
  • 3. Despite their tainted reputation --
    • -- meetings remain one of our most valuable communication tools. We use them for team building and coordination, cross-functional activities, dissemination of information, training, problem solving, and decision making.
  • 4. An Essential Activity
    • Committees, task forces, and focus groups could not function without meetings; ad hoc problem-solving meetings conducted in a brainstorming mode are often among the most valuable of meetings.
  • 5. In Every Department
    • Essentially every department or departmental subgroup holds regular staff meetings.
    • Since some meetings are unavoidable, it pays to make them as efficient and effective as possible.
  • 6. Meetings Are Held To:
    • Share, exchange, or disseminate information,
    • Explain policies, laws, services, protocols, systems, or restructuring activities;
    • Accept reports or recommendations;
    • Make decisions;
  • 7. Meetings Are Held To:
    • Solving problems
    • Allocate resources
    • Prepare plans
    • Establish priorities
    • Generate ideas
    • Assign tasks
  • 8. Meetings Are Held To:
    • Persuade;
    • Obtain commitment;
    • Teaching or training;
    • Demonstrate or explain;
    • Congratulate or reward.
  • 9. Components of a Meeting
    • Purpose: the reason for the meeting
    • Input and content: leader, attendees, agendas, visual aids, handouts, meeting room facilities, objectives, facts, and opinions
    • Process: presentation, discussion, consensus, voting, negotiation, etc.
  • 10. Components of a Meeting
    • Product: problems solved, decisions made, compromises, commitment obtained, schedules, etc.
    • Responses and follow-up: actions taken; information provided to meeting constituents and other people affected by the decisions.
  • 11. Chairperson’s Advance Preparations
            • Prepare agenda
            • Set day and time
            • Secure facilities
            • Select attendees
            • Select a recorder
            • Distribute agenda in advance
  • 12. Conducting the Meeting
    • Start on time
    • Introduce people (as necessary)
    • Encourage participation
    • Maintain control
    • Force decisions (if necessary)
    • Summarize upon closing
  • 13. After the Meeting
    • Notify others of the outcome (as necessary)
    • Prepare meeting minutes without delay
  • 14. “ Do Not's” for Chairperson
    • Do not try to dominate the meeting.
    • Do not state your opinion before others have given theirs.
    • Do not tell a participant he or she is wrong.
    • Do not instruct or lecture
    • Do not argue (disagreeing is acceptable).
  • 15. “ Do Not's” for Chairperson
    • Do not ridicule, kid, or use sarcasm.
    • Do not take sides early in the discussion.
    • Do not fail to control problem members.
    • Do not allow the meeting to run overtime.
    • Do not try to accomplish too much at one meeting.
  • 16. Minutes Should Include:
    • Time started, time adjourned
    • Who was present and who was absent
    • Statement that previous minutes were read and approved
    • Brief discussion or presentation of each item on agenda
  • 17. Minutes Should Include:
    • Record of agreement or disagreement, record of vote or decisions made
    • Follow-up on actions to be taken
    • Date, place, and time of next meeting
  • 18. For Meeting Attendees
    • Come prepared to participate.
    • Arrive on time.
    • Listen thoughtfully to others and try to understand their points of view.
    • Look for hidden agendas.
  • 19. For Meeting Attendees
    • Ask for clarifications.
    • Respect the opinions of others
    • Offer honest opinions, even unpopular.
    • Try to separate facts from perceptions, assumptions, or opinions.
    • Disagree without being disagreeable.
  • 20. For Meeting Attendees
    • Remain rational and assertive, even when harassed.
    • Seek win-win solutions, and be willing to compromise.
    • Accept special assignments such as searching the literature or serving as recorder.
    • Avoid being a problem attendee.
  • 21. Problem Attendees
        • Latecomers
        • Attendees who offend others
        • Intimidators
        • Hostile or angry attendees
  • 22. Problem Attendees
          • Nonparticipants
          • Side Conversationalists
          • Comics
          • Motor mouths
          • Destroyers
  • 23. Committee Meetings
    • Who is to chair the meetings?
    • Is membership voluntary?
    • What is the goal or mission of the committee?
    • When is a report due? Are there to be interim reports?
  • 24. Committee Meetings
    • If it is a decision-making committee, what are the alternatives to be considered?
    • If it is a problem-solving committee, do you want only the best solution? all the alternatives?
  • 25. Committee Meetings
    • Will you carry out whatever the committee recommends, or only the parts you like?
    • What facilities and fiscal support are available?
    • If the committee is to serve permanently, have terms of tenure and plans for rotation of membership been provided?