Effective meeting skills resentation

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  • 1. Effective Meeting Skills Dr.Salma Kanani MBBS,MPH,FSMSB
  • 2. Effective Meeting Skills
    • Manage time and get results
    • Spend less time in meetings
    • Facilitate meetings
    • Participate in meetings
    • Prepare and use the most important tool in a meeting - an agenda
  • 3. Effective Meeting Skills
    • Decide the best times to meet
    • Recognize and deal with problems during meetings
    • Evaluate the effectiveness of meetings
    • Follow up on decisions
    • Set ground rules for success
  • 4. Effective Meeting Skills
    • The six tips for planning a meeting
    • Don't Meet
    • Avoid a meeting if the same information could be covered in a memo, e-mail or brief report .
    • Set Objectives for the Meeting
    • Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be.
  • 5. The six tips
    • Provide an Agenda Beforehand. Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.
  • 6. The six tips
    • Assign Meeting Preparation. Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.
  • 7. The six tips
    • Assign Action Items. Don't finish any discussion in the meeting without deciding how to act on it.
    • Examine Your Meeting Process. Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.
  • 8. How to develop a comprehensive agenda
    • Title Of The Meeting
    • Objectives Attendees Date, Time And Duration Location What To Bring P resenter
    • Topic
    • Allocated Time To Each Participant
  • 9. Different Types Of Meetings
    • Problem-Solving Meeting Objective: To discuss an issue or conflict and decide how to solve it.
    • 1. Identify the Problem 2. Determine the causes 3. Generate possible solutions 4. Evaluate the proposed solution 5. Choose the best solution
  • 10. Different Types Of Meetings
    • B. Informational Meeting Objective: To give or receive information about a specific idea or important matters concerning the attendees.
  • 11. Different Types Of Meetings
    • C. Brainstorming Meeting Objective: To produce new ideas about a specific topic.
    • Before the meeting, participants should be told the objective of the session as well as their role in the brainstorming session.
  • 12. Brainstorming Meeting
    • Background information, if available, should also be distributed to participants prior to the session.
    • The atmosphere of the meeting should be loose and informal.
  • 13. Brainstorming Meeting-cont
    • Make sure that no idea is ruled out because it's too wild.
    • Try to avoid judging ideas.
    • A facilitator should be appointed to control the flow of information and record ideas as they develop.
  • 14. Time Management
    • Tips for starting and finishing on time
    • If You're the Meeting Organizer
    • state that the meeting will begin promptly at the scheduled time and that all participants should be on time
    • send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time
  • 15. Time Management
    • ensure that you begin the meeting at the scheduled time.
      • close the meeting room doors at the scheduled time.
    • if your meeting starts a little late, you should still finish the meeting at the scheduled time.
  • 16. Time Management
    • If You're the Attendee:
    • quickly review the agenda before heading to the meeting.
    •   make your way to the meeting ten minutes before it actually begins.
  • 17. Time Management
    • Consider speaking up if the meeting organizer shows up late.
    •   Try to ask only relevant questions during the meeting.
    • Leave the meeting when it was scheduled to end.
  • 18. Tips for improving meetings
    • Meeting evaluation
    • Providing feedback and follow up on decisions.
    • Problem solving and facing difficult situations.
  • 19. Evaluation
    • Ask attendees to fill out anonymous paper surveys after the event or at certain points throughout the event.
    • Create positive and negative feedback
    • Ask the planning and management team to check if the goals of the
    • meeting are met.
  • 20. Ground rules to carry successful meetings
    • Attendance
    • Promptness
    • Participation
    • Responsibility
  • 21.
    • Thanks for your time