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Effective meeting skills resentation

Effective meeting skills resentation






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    Effective meeting skills resentation Effective meeting skills resentation Presentation Transcript

    • Effective Meeting Skills Dr.Salma Kanani MBBS,MPH,FSMSB
    • 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
    • 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
    • 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.
    • 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.
    • 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.
    • 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.
    • 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
    • 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
    • Different Types Of Meetings
      • B. Informational Meeting Objective: To give or receive information about a specific idea or important matters concerning the attendees.
    • 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.
    • 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.
    • 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.
    • 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
    • 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.
    • 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.
    • 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.
    • Tips for improving meetings
      • Meeting evaluation
      • Providing feedback and follow up on decisions.
      • Problem solving and facing difficult situations.
    • 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.
    • Ground rules to carry successful meetings
      • Attendance
      • Promptness
      • Participation
      • Responsibility
      • Thanks for your time