0
Effective Meetings Training for
Employees
April 5, 2013
Introduction

Surveys indicate that employees spend on average between six
and twenty hours per week in meetings. These sa...
Objectives

At the close of this session, you will be able to:
•
•
•
•
•

Cite reasons to have a meeting
Cite reasons for ...
Reasons to Have a Meeting

Reasons for having a meeting:
•
•
•
•
•

Provide information to attendees
Obtain information
Br...
Reasons Not to Have a Meeting

Reasons not to have a meeting:
• Information and data is too incomplete to arrive at course...
Questions? Comments?

©SHRM 2008

6
Meeting Preparation

Before the meeting:
• Establish the purpose of the meeting
• Choose an appropriate time to start and ...
Meeting Preparation (cont’d)

•

Work with key participants to develop an agenda which:
 has each topic item stated in qu...
Meeting Preparation (cont’d)

•

Distribute the agenda and relevant information prior to the
meeting and with adequate tim...
Questions? Comments?

©SHRM 2008

10
Conducting a Meeting

During the meeting:
• Have light refreshments available
• Greet members, even those arriving late, a...
Conducting a Meeting (Cont’d)

•
•

Review the purpose of the meeting, the agenda, and priorities
Review ground rules:

...
Conducting a Meeting (Cont’d)

•
•
•
•

Encourage group discussion and feedback to obtain all points of
views and ideas
St...
Questions? Comments?

©SHRM 2008

14
Meeting Follow-up

•
•
•

Distribute minutes within four days. (Prompt distribution reenforces memory of agreements reache...
Questions? Comments?

©SHRM 2008

16
Summary

•

•

Reasons for having a meeting are to provide information,
obtain information, brainstorm, reach consensus an...
Summary (cont’d)

•

•

Before the meeting, establish the purpose, choose an
appropriate time to start and end, reserve a ...
Summary (cont’d)

•

•
•

Review the purpose, agenda, and priorities as well as
ground rules, encourage group discussion a...
Summary (cont’d)

•

After the meeting, distribute minutes within four days,
follow up with members or co-workers not pres...
Questions? Comments?

©SHRM 2008

21
Course Evaluation

Please be sure to complete and leave the evaluation sheet you
received with your handouts
Thank you for...
Upcoming SlideShare
Loading in...5
×

Ppt effective meetings training for e es

346

Published on

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
346
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
18
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Transcript of "Ppt effective meetings training for e es"

  1. 1. Effective Meetings Training for Employees April 5, 2013
  2. 2. Introduction Surveys indicate that employees spend on average between six and twenty hours per week in meetings. These same surveys reveal that the majority of employees feel the time they spend in meetings is unproductive. Meetings, however, do not have to consume so much time and can be conducted efficiently. This sample presentation is intended to help you make your meetings more effective. It is intended for presentation to employees who chair meetings. It is designed to be presented by an individual who is knowledgeable in making meetings effective. This is a sample presentation that must be customized to include and match the employer’s own policies and practices. ©SHRM 2008 2
  3. 3. Objectives At the close of this session, you will be able to: • • • • • Cite reasons to have a meeting Cite reasons for not having a meeting Prepare for a meeting Conduct a meeting Follow up afterwards ©SHRM 2008 3
  4. 4. Reasons to Have a Meeting Reasons for having a meeting: • • • • • Provide information to attendees Obtain information Brainstorm for options Reach consensus on decisions Have face-to-face communication to encourage interaction and create synergy among participants ©SHRM 2008 4
  5. 5. Reasons Not to Have a Meeting Reasons not to have a meeting: • Information and data is too incomplete to arrive at course of action • Subject matter is too confidential or tentative • A more effective mode is available such as telephone, e-mail or memo • Hostility or anger among members is too high to risk group session ©SHRM 2008 5
  6. 6. Questions? Comments? ©SHRM 2008 6
  7. 7. Meeting Preparation Before the meeting: • Establish the purpose of the meeting • Choose an appropriate time to start and end the meeting and include breaks for any meeting over 90 minutes long • Reserve a room that is large enough to accommodate the group and which allows a seating arrangement so that members face each other (a circle, semi-circle, or U-shaped rows) ©SHRM 2008 7
  8. 8. Meeting Preparation (cont’d) • Work with key participants to develop an agenda which:  has each topic item stated in question form  Lists the person responsible for leading the discussion  includes information related to the topic  states the time allotted for that item  the action expected from that topic discussion (a decision, brainstorming, information only) ©SHRM 2008 8
  9. 9. Meeting Preparation (cont’d) • Distribute the agenda and relevant information prior to the meeting and with adequate time for members to prepare ©SHRM 2008 9
  10. 10. Questions? Comments? ©SHRM 2008 10
  11. 11. Conducting a Meeting During the meeting: • Have light refreshments available • Greet members, even those arriving late, and make them feel welcome • Start on time! • Distribute the agenda with any last-minute revisions and additional relevant information • Review the purpose of the meeting, the agenda, and priorities • Keep minutes for future reference and follow-up ©SHRM 2008 11
  12. 12. Conducting a Meeting (Cont’d) • • Review the purpose of the meeting, the agenda, and priorities Review ground rules:      One person will speak at a time No side conversations No laptops, cell phones, other electronic devices will be used Treat everyone’s comments and questions with respect When brainstorming, withhold debate and critiques ©SHRM 2008 12
  13. 13. Conducting a Meeting (Cont’d) • • • • Encourage group discussion and feedback to obtain all points of views and ideas Stick to the agenda and maintain focus on the topic under discussion After completing each agenda item, summarize consensus, decisions and actions to be taken Announce a tentative date and time for another meeting, if needed ©SHRM 2008 13
  14. 14. Questions? Comments? ©SHRM 2008 14
  15. 15. Meeting Follow-up • • • Distribute minutes within four days. (Prompt distribution reenforces memory of agreements reached and action items.) Follow up with members or co-workers who were not present on any issues that need to be resolved that came up in the meeting Put any unresolved items on the agenda for another meeting ©SHRM 2008 15
  16. 16. Questions? Comments? ©SHRM 2008 16
  17. 17. Summary • • Reasons for having a meeting are to provide information, obtain information, brainstorm, reach consensus and have face-to-face communication Reasons not to have a meeting are that information and data are incomplete, subject matter is too confidential or tentative, a more effective mode is available, or hostility/anger among members is too high ©SHRM 2008 17
  18. 18. Summary (cont’d) • • Before the meeting, establish the purpose, choose an appropriate time to start and end, reserve a room that is large enough to accommodate the group, work with key participants to develop an effective agenda, and distribute the agenda and relevant information prior to the meeting and with adequate time for members to prepare During the meeting have light refreshments available, greet members and start on time ©SHRM 2008 18
  19. 19. Summary (cont’d) • • • Review the purpose, agenda, and priorities as well as ground rules, encourage group discussion and feedback, stick to the agenda and maintain focus, summarize decisions Announce a tentative date and time for another meeting, if one is needed End the meeting on time! ©SHRM 2008 19
  20. 20. Summary (cont’d) • After the meeting, distribute minutes within four days, follow up with members or co-workers not present on issues remaining to be resolved, and put any unresolved items on the agenda for another meeting ©SHRM 2008 20
  21. 21. Questions? Comments? ©SHRM 2008 21
  22. 22. Course Evaluation Please be sure to complete and leave the evaluation sheet you received with your handouts Thank you for your attention and interest ! ©SHRM 2008 22
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×