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K. Joy Hamm
Training & Education Chair
Jr. League of Savannah
 “We meet because people holding different
jobs have to cooperate to get a specific task
done. We meet because the knowle...
 Before you call a meeting, make sure that it is
really necessary
◦ Is a meeting the best way to solve the problem, impro...
 Ask yourself . . .
◦ Who needs to help you with/attend the meeting?
◦ What are the goals for the meeting?
◦ What is the ...
 Provide pre-work, charts, graphs, and
reading material 48 hours before the meeting
◦ Passing out reams of handouts at th...
 Start and end of time
◦ Have time limits for each agenda item
◦ Keep the group on task
 Keep an eye on the energy of th...
 No one wants their time wasted!
 Everything done in the meeting should move
the group toward completing the meeting’s
o...
 If certain people are dominating the
conversation, make a point of asking others
for their ideas
 Watch body language –...
 Who attended
 What decisions were agreed on
 What assignments were given and to whom
 What will be the topic of the n...
 Effective meetings involve a balance of
leading and facilitating
◦ Leading provides control
 Stating your case, providi...
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How to conduct effective meetings

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Transcript of "How to conduct effective meetings"

  1. 1. K. Joy Hamm Training & Education Chair Jr. League of Savannah
  2. 2.  “We meet because people holding different jobs have to cooperate to get a specific task done. We meet because the knowledge and experience needed in a specific situation are not available in one head, but have to be placed together out of the knowledge and experience of several people.” - Peter Drucker
  3. 3.  Before you call a meeting, make sure that it is really necessary ◦ Is a meeting the best way to solve the problem, improve the process, or make an ongoing plan? ◦ What is the PURPOSE of the meeting? ◦ What happens if I don’t call this meeting? ◦ What ALTERNATIVES do I have? ◦ How much will a meeting COST? Can you accomplish your goals with an e-mail discussion or distributing and requesting information through other means?  Make sure a meeting is needed and not just convenient for you – you’ll get better results!
  4. 4.  Ask yourself . . . ◦ Who needs to help you with/attend the meeting? ◦ What are the goals for the meeting? ◦ What is the end result that I expect from the meeting? ◦ When and where will the meeting take place? ◦ What should the agenda include?  Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants “Begin with the end in mind.” – Steven Covey
  5. 5.  Provide pre-work, charts, graphs, and reading material 48 hours before the meeting ◦ Passing out reams of handouts at the beginning of the meeting is frustrating  The more preparation time you allot, the better prepared people are
  6. 6.  Start and end of time ◦ Have time limits for each agenda item ◦ Keep the group on task  Keep an eye on the energy of the group ◦ Call for a break or table items if tensions develop  Try to sit in a circle so that attendees feel more included in the process ◦ Encourage participation from all group members ◦ Don’t let anyone dominate
  7. 7.  No one wants their time wasted!  Everything done in the meeting should move the group toward completing the meeting’s objective  If a particular topic seems to be taking more time than planned for . . . ◦ Hurry the discussion along ◦ Push for a decision ◦ Defer discussion until another time ◦ Assign the discussion to a subcommittee
  8. 8.  If certain people are dominating the conversation, make a point of asking others for their ideas  Watch body language – take a break when needed  Stay on topic  Ask for feedback about the meeting  Always try to end on a positive note – even when the meeting might have been continuous
  9. 9.  Who attended  What decisions were agreed on  What assignments were given and to whom  What will be the topic of the next meeting  What, if any, unfinished items exist
  10. 10.  Effective meetings involve a balance of leading and facilitating ◦ Leading provides control  Stating your case, providing information, making proposals, enforcing rules  Helps to get people involved ◦ Facilitating creates participation  Asking sincere questions, creating a void for others to fill  Lets the members of the group be the stars  Increases results
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