How to Conduct Productive Meetings<br />Presented by<br />Nissar Ahamed (ACB,ALB)<br />
MEETING??<br />
MEETING??<br />Meeting  - Important Communication Tool<br />
Meetings are Important….<br />Provide Information<br />Produce Ideas or Suggestions<br />Eliminate Confusion<br />Take Act...
What’s in it for me??	<br />Modern Communication Method<br />Meetings take time  (Your Time)<br />Money and Resources<br />
TRAINING GOAL(S)<br />Introduce Tools  - for you (the Leader) to conduct effective and productive Meetings<br />
Who is involved in a Meeting?<br />LEADER<br />PARTICIPANTS<br />
What we will cover?<br />Meeting Planning<br />Opening A Meeting<br />Handling A Meeting<br />Concluding A Meeting<br />Ev...
MEETING 				 PLANNING<br />
MEETING PLANNING<br />Proper Prior Planning Prevents Poor Performance<br />-  Brian Tracy<br />
Meeting Planning5 STEPS TO PLANNING<br />State the Purpose<br />Select the Participants<br />Select the Location<br />Info...
Meeting Planning       STATE THE PURPOSE<br />Every Meeting must have a Clearly Defined Purpose<br />
Meeting Planning       REASONS FOR A MEETING<br />Receive Reports from Participants<br />To Reach a Decision<br />Analyze ...
Meeting Planning	PURPOSE STATEMENT<br />Brief<br />Specific<br />
EXERCISE 1<br />GOAL:  To Practice writing purpose statements for a meeting<br />MATERIAL :  Participant`s Notebook – Pg. ...
Meeting Planning	PURPOSE<br />Is this a meeting the best way to achieve my purpose?<br />
Meeting Planning	PURPOSE<br />Sometimes live meetings are not necessary<br />Alternatives:<br />Mail<br />Email <br />Tele...
Meeting Planning<br />TYPES OF MEETING<br />Information- Giving Meetings<br />Information – taking Meetings<br />Problem- ...
Meeting Planning	PROBLEM- SOLVING <br />GROUP DISCUSSION<br />
Meeting Planning	PROBLEM- SOLVING <br />5 STEPS:<br />Identify the Problem<br />Analyze the causes of the problem<br />Sug...
Meeting Planning	2. SELECT THE PARTICIPANTS<br />LEADER   &   PARTICIPANTS<br />Leader chooses the participants<br />
Meeting Planning	SELECT THE PARTICIPANTS<br />Participants Must Be<br />Same Group<br />Decision<br />Knowledge<br />
Meeting Planning	3. SELECT THE LOCATION<br />Meeting Place – Appropriate<br />Meeting Place – Comfortable<br />
Meeting Planning	 SELECT THE LOCATION<br />FACTORS:<br />Room Location<br />Room Conditions<br />Room Size<br />Room witho...
Meeting Planning	4. INFORM THE PARTICIPANTS<br />Notice to Participants<br />Meeting Date – Time – Place<br />Meeting Purp...
Meeting Planning	4. DEVELOP AN AGENDA<br />Agenda is a written plan for the meeting<br />Important for the leader <br />Im...
RECAP – MEETING PLANNING<br />State the Purpose      (Why-Brief / Precise)<br />Select the Participants  (Who)<br />Select...
 OPENING A MEETING<br />
OPENING A MEETING<br />ESTABLISH A FRIENDLY ATMOSPHERE:<br />Arrive Early<br />Room Setup<br />Equipments<br />Room Temper...
OPENING A MEETING<br />START ON TIME:<br />Leader should start on time<br />
OPENING A MEETING<br />START ON TIME:<br />Don’t wait for late comers<br />
OPENING A MEETING<br />BRING EVERYONE UP-TO-DATE:<br />What has happened so far<br />Brief review and update<br />Inform e...
OPENING A MEETING<br />OPEN WITH ATTENTION-GETTER:<br />Avoid Dry Openings<br />Great Opener sets the tone of the meeting<...
OPENING A MEETING<br />INTRODUCE THE SITUATION OR PROBLEM:<br />What is the problem<br />Why is this important<br />How th...
OPENING A MEETING<br />STATE THE PURPOSE OF THE MEETING:<br />Write it on a Clipboard or a Flipchart<br />
OPENING A MEETING<br />WELCOME THE GROUP:<br />Briefly Welcome Everyone<br />Guests<br />Special Dignitaries<br />
OPENING A MEETING<br />EXPLAIN A METHOD OF DISCUSSION:<br />Establish a Plan <br />Problem- solving or Brainstorming<br />...
OPENING A MEETING<br />EXPLAIN A METHOD OF DISCUSSION:<br />WHY IS THIS IMPORTANT<br />
RECAP – OPENING A MEETING<br />Meeting Atmosphere<br />Starting on Time<br />Bring Everyone Up-to-date<br />Opening with A...
HANDLING THE MEETING<br />
HANDLING THE MEETING<br />Heart of the Meeting<br />Similar to the Body of the speech<br />Leader Always Maintains control...
Handling The MeetingSUCCESSFUL LEADER QUALITIES<br />Poise (Stand – Confident)<br />Sensitivity<br />Impartiality<br />Tac...
Handling The MeetingTECHNIQUES<br />  1.   GET EVERYONE PARTICIPATING<br />Ideal vs. Realistic<br />Participation<br />Sta...
Handling The MeetingTECHNIQUES<br /> 2. PROMOTE AN OPEN ATMOSPHERE<br />Be Sincere<br />Be Congruent (Body matches words)<...
Handling The MeetingTECHNIQUES<br /> 3.     SUMMARIZE<br />Frequent Summaries<br />Clear Thinking  - Good Organization<br ...
Handling The MeetingTECHNIQUES<br />4.      USE TRANSITIONS<br />Use Transitions to get to the next point<br />Progress in...
Handling The MeetingTECHNIQUES<br />ASK QUESTIONS<br />Questions are Effective<br />But you must use effective questions<b...
Handling The MeetingTECHNIQUES<br /> 5.     ASK QUESTIONS<br />Questioning Techniques<br />Guide the course of discussion<...
Handling The MeetingTECHNIQUES<br />ASK QUESTIONS<br />Avoid Yes or No Questions<br />Why ? What ? Who ?Where<br />
Handling The MeetingTECHNIQUES<br />  6.   TEST POSSIBLE SOLUTIONS<br />Review all suggestions<br />Get Participant`s opin...
Handling The MeetingTECHNIQUES<br />7.   KEEP THE DISCUSSIONS ON TRACK<br />Why??<br />Purpose<br />
Handling The MeetingTECHNIQUES<br />8.   WORK ON CONSENSUS VS VOTING<br />Majority  & Minority<br />Voting should be avoid...
Handling The MeetingTECHNIQUES<br />PLAN FUTURE ACTION<br />Discussion  - Results in – Proposed Solution<br />Follow – up ...
RECAP- HANDLING THE MEETING<br />This is the heart of the meeting<br />Open and Friendly environment<br />Leader Maintains...
CONCLUDING THE MEETING<br />
CONCLUDING THE MEETING<br />Some Note of Positive Accomplishment<br />Participants shouldn`t feel – Time Wasted<br />
CONCLUDING THE MEETING<br />6- Step Closing Sequence:<br />Indicate time to conclude<br />Review the problem briefly<br />...
EVALUATING A MEETING<br />
EVALUATING THE MEETING<br /> EvALUATION is nothing but Feedback<br />
EVALUATING THE MEETING<br />FEEDBACK:<br />Yourself<br />An Observer<br />Participants<br />Written Evaluation<br />
      Q & A<br />
EXERCISE<br />GOAL:  To Practice Leadership techniques for a problem-solving meeting<br />MATERIAL :  Participant`s Notebo...
What have we covered<br />Meeting Planning<br />Opening A Meeting<br />Handling A Meeting<br />Concluding A Meeting<br />E...
Effective Meetings
Effective Meetings
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Effective Meetings

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This is a workshop I presented at a Toastmasters event (Club Officers Training). This program provides some tips & tricks to anyone who wants to setup and run effective/productive meetings.

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Effective Meetings

  1. 1. How to Conduct Productive Meetings<br />Presented by<br />Nissar Ahamed (ACB,ALB)<br />
  2. 2. MEETING??<br />
  3. 3. MEETING??<br />Meeting - Important Communication Tool<br />
  4. 4. Meetings are Important….<br />Provide Information<br />Produce Ideas or Suggestions<br />Eliminate Confusion<br />Take Action<br />Clarify Goals / Objectives<br />Decisions<br />
  5. 5. What’s in it for me?? <br />Modern Communication Method<br />Meetings take time (Your Time)<br />Money and Resources<br />
  6. 6. TRAINING GOAL(S)<br />Introduce Tools - for you (the Leader) to conduct effective and productive Meetings<br />
  7. 7. Who is involved in a Meeting?<br />LEADER<br />PARTICIPANTS<br />
  8. 8. What we will cover?<br />Meeting Planning<br />Opening A Meeting<br />Handling A Meeting<br />Concluding A Meeting<br />Evaluating A Meeting<br />Conclusion<br />
  9. 9. MEETING PLANNING<br />
  10. 10.
  11. 11. MEETING PLANNING<br />Proper Prior Planning Prevents Poor Performance<br />- Brian Tracy<br />
  12. 12. Meeting Planning5 STEPS TO PLANNING<br />State the Purpose<br />Select the Participants<br />Select the Location<br />Inform the Participants<br />Develop An Agenda<br />
  13. 13. Meeting Planning STATE THE PURPOSE<br />Every Meeting must have a Clearly Defined Purpose<br />
  14. 14. Meeting Planning REASONS FOR A MEETING<br />Receive Reports from Participants<br />To Reach a Decision<br />Analyze & Solve a Problem<br />Ideas or Actions<br />Train<br />Conflict Resolution<br />Information<br />React to a problem or situation<br />
  15. 15. Meeting Planning PURPOSE STATEMENT<br />Brief<br />Specific<br />
  16. 16. EXERCISE 1<br />GOAL: To Practice writing purpose statements for a meeting<br />MATERIAL : Participant`s Notebook – Pg. 7<br />
  17. 17. Meeting Planning PURPOSE<br />Is this a meeting the best way to achieve my purpose?<br />
  18. 18. Meeting Planning PURPOSE<br />Sometimes live meetings are not necessary<br />Alternatives:<br />Mail<br />Email <br />Telephone<br />Multiple Meetings or follow-up meetings<br />
  19. 19. Meeting Planning<br />TYPES OF MEETING<br />Information- Giving Meetings<br />Information – taking Meetings<br />Problem- solving Meetings<br />
  20. 20. Meeting Planning PROBLEM- SOLVING <br />GROUP DISCUSSION<br />
  21. 21. Meeting Planning PROBLEM- SOLVING <br />5 STEPS:<br />Identify the Problem<br />Analyze the causes of the problem<br />Suggest Possible Solutions<br />Evaluate the solutions<br />Select the best solution<br />
  22. 22. Meeting Planning 2. SELECT THE PARTICIPANTS<br />LEADER & PARTICIPANTS<br />Leader chooses the participants<br />
  23. 23. Meeting Planning SELECT THE PARTICIPANTS<br />Participants Must Be<br />Same Group<br />Decision<br />Knowledge<br />
  24. 24. Meeting Planning 3. SELECT THE LOCATION<br />Meeting Place – Appropriate<br />Meeting Place – Comfortable<br />
  25. 25. Meeting Planning SELECT THE LOCATION<br />FACTORS:<br />Room Location<br />Room Conditions<br />Room Size<br />Room without distraction<br />Room based on type of meeting<br />
  26. 26. Meeting Planning 4. INFORM THE PARTICIPANTS<br />Notice to Participants<br />Meeting Date – Time – Place<br />Meeting Purpose and Desired Outcome<br />Meeting Items Needed<br />Participants are expected to bring<br />Meeting Length<br />What is provided? (Meals,snacks,etc.)<br />
  27. 27. Meeting Planning 4. DEVELOP AN AGENDA<br />Agenda is a written plan for the meeting<br />Important for the leader <br />Important for the participants<br />
  28. 28. RECAP – MEETING PLANNING<br />State the Purpose (Why-Brief / Precise)<br />Select the Participants (Who)<br />Select the Location (Where)<br />Inform the Participants (How)<br />Develop An Agenda (Why)<br />
  29. 29. OPENING A MEETING<br />
  30. 30. OPENING A MEETING<br />ESTABLISH A FRIENDLY ATMOSPHERE:<br />Arrive Early<br />Room Setup<br />Equipments<br />Room Temperature<br />***Make People Comfortable<br />
  31. 31. OPENING A MEETING<br />START ON TIME:<br />Leader should start on time<br />
  32. 32. OPENING A MEETING<br />START ON TIME:<br />Don’t wait for late comers<br />
  33. 33. OPENING A MEETING<br />BRING EVERYONE UP-TO-DATE:<br />What has happened so far<br />Brief review and update<br />Inform everyone what is happening<br />
  34. 34. OPENING A MEETING<br />OPEN WITH ATTENTION-GETTER:<br />Avoid Dry Openings<br />Great Opener sets the tone of the meeting<br />
  35. 35. OPENING A MEETING<br />INTRODUCE THE SITUATION OR PROBLEM:<br />What is the problem<br />Why is this important<br />How the participants can help<br />
  36. 36. OPENING A MEETING<br />STATE THE PURPOSE OF THE MEETING:<br />Write it on a Clipboard or a Flipchart<br />
  37. 37. OPENING A MEETING<br />WELCOME THE GROUP:<br />Briefly Welcome Everyone<br />Guests<br />Special Dignitaries<br />
  38. 38. OPENING A MEETING<br />EXPLAIN A METHOD OF DISCUSSION:<br />Establish a Plan <br />Problem- solving or Brainstorming<br />Group Discussions<br />
  39. 39. OPENING A MEETING<br />EXPLAIN A METHOD OF DISCUSSION:<br />WHY IS THIS IMPORTANT<br />
  40. 40. RECAP – OPENING A MEETING<br />Meeting Atmosphere<br />Starting on Time<br />Bring Everyone Up-to-date<br />Opening with Attention-getter<br />Establish method of discussion<br />
  41. 41. HANDLING THE MEETING<br />
  42. 42. HANDLING THE MEETING<br />Heart of the Meeting<br />Similar to the Body of the speech<br />Leader Always Maintains control<br />
  43. 43. Handling The MeetingSUCCESSFUL LEADER QUALITIES<br />Poise (Stand – Confident)<br />Sensitivity<br />Impartiality<br />Tact<br />Sense of Humour<br />Good Judgement<br />Good Listening Skills<br />
  44. 44. Handling The MeetingTECHNIQUES<br /> 1. GET EVERYONE PARTICIPATING<br />Ideal vs. Realistic<br />Participation<br />State that you need help<br />Invite Cooperation<br />Someone Specific<br />Compliment an Individual<br />
  45. 45. Handling The MeetingTECHNIQUES<br /> 2. PROMOTE AN OPEN ATMOSPHERE<br />Be Sincere<br />Be Congruent (Body matches words)<br />Avoid Evaluating or Being Judgemental<br />Smile and Nod (Proper Stance)<br />
  46. 46. Handling The MeetingTECHNIQUES<br /> 3. SUMMARIZE<br />Frequent Summaries<br />Clear Thinking - Good Organization<br />Gets Participant Buy-In<br />
  47. 47. Handling The MeetingTECHNIQUES<br />4. USE TRANSITIONS<br />Use Transitions to get to the next point<br />Progress in the discussion<br />
  48. 48. Handling The MeetingTECHNIQUES<br />ASK QUESTIONS<br />Questions are Effective<br />But you must use effective questions<br />
  49. 49. Handling The MeetingTECHNIQUES<br /> 5. ASK QUESTIONS<br />Questioning Techniques<br />Guide the course of discussion<br />To Clarify Thinking<br />To Reach Agreements<br />To Involve quiet participants<br />To obtain Information<br />To Limit or end discussion<br />
  50. 50. Handling The MeetingTECHNIQUES<br />ASK QUESTIONS<br />Avoid Yes or No Questions<br />Why ? What ? Who ?Where<br />
  51. 51. Handling The MeetingTECHNIQUES<br /> 6. TEST POSSIBLE SOLUTIONS<br />Review all suggestions<br />Get Participant`s opinion<br />
  52. 52. Handling The MeetingTECHNIQUES<br />7. KEEP THE DISCUSSIONS ON TRACK<br />Why??<br />Purpose<br />
  53. 53. Handling The MeetingTECHNIQUES<br />8. WORK ON CONSENSUS VS VOTING<br />Majority & Minority<br />Voting should be avoided<br />Consensus – emphasizes the whole group<br />
  54. 54. Handling The MeetingTECHNIQUES<br />PLAN FUTURE ACTION<br />Discussion - Results in – Proposed Solution<br />Follow – up – Tasks Assigned<br />Results of the Meeting<br />
  55. 55. RECAP- HANDLING THE MEETING<br />This is the heart of the meeting<br />Open and Friendly environment<br />Leader Maintains control<br />Encourage Participation<br />Questioning Techniques<br />Solutions – Actions – Next Steps<br />
  56. 56. CONCLUDING THE MEETING<br />
  57. 57. CONCLUDING THE MEETING<br />Some Note of Positive Accomplishment<br />Participants shouldn`t feel – Time Wasted<br />
  58. 58. CONCLUDING THE MEETING<br />6- Step Closing Sequence:<br />Indicate time to conclude<br />Review the problem briefly<br />Summarize the progress made<br />Emphasize agreements<br />Inform of developments<br />Thank the group<br />
  59. 59. EVALUATING A MEETING<br />
  60. 60. EVALUATING THE MEETING<br /> EvALUATION is nothing but Feedback<br />
  61. 61. EVALUATING THE MEETING<br />FEEDBACK:<br />Yourself<br />An Observer<br />Participants<br />Written Evaluation<br />
  62. 62. Q & A<br />
  63. 63. EXERCISE<br />GOAL: To Practice Leadership techniques for a problem-solving meeting<br />MATERIAL : Participant`s Notebook – Pg. 12<br />
  64. 64. What have we covered<br />Meeting Planning<br />Opening A Meeting<br />Handling A Meeting<br />Concluding A Meeting<br />Evaluating A Meeting<br />
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