How to conduct effective meetingsPresentation Transcript
How to Conduct Effective Meetings 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 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 Why Meet?
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! Do We Even Need This Meeting?
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 Plan the Meeting
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 Distribute Pre-Work Prior to the Meeting
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 At the Meeting
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 Use Your Time Wisely
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 Keeping Members Engaged
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 Record the Meeting
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 Finding the Balance