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Effective Meetings by Operational Excellence Consulting
 

Effective Meetings by Operational Excellence Consulting

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There are good meetings, and there are bad meetings. Bad meetings appear to drag on forever, they never seem to get to the point and are a waste of time. Effective meetings leave us energized and ...

There are good meetings, and there are bad meetings. Bad meetings appear to drag on forever, they never seem to get to the point and are a waste of time. Effective meetings leave us energized and feel that we have really accomplished something.

This presentation provides a simple three-step process for running effective meetings. It includes planning, conducting the meeting, review and follow up, as well as useful tips for successful meetings.

OBJECTIVES

Upon completion of this program, you will be able to:

1. Make the necessary preparations for a meeting to achieve the desired outcomes
2. Conduct an effective meeting
3. Perform a meeting review and follow up

CONTENTS​

1. Meeting Roles and Responsibilities
2. Planning the Meeting
3. Conducting the Meeting
4. Reviewing the Meeting
5. Secrets to Successful Meetings

To download this complete presentation, please visit: http://www.oeconsulting.com.sg

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    Effective Meetings by Operational Excellence Consulting Effective Meetings by Operational Excellence Consulting Presentation Transcript

    • EFFECTIVE MEETINGS © Operational Excellence Consulting. All rights reserved. © Operational Excellence Consulting. All rights reserved.
    • Objectives NOTE: As this is a PREVIEW, only selected slides are shown. To download the complete presentation, please visit: http://www.oeconsulting.com.sg Upon completion of this program, you will be able to: • Make the necessary preparations for a meeting to achieve the desired outcomes • Conduct an effective meeting • Perform a meeting review and follow up Copyrights of all the pictures used in this presentation are held by their respective owners. © Operational Excellence Consulting. All rights reserved. 2
    • Outline • Meeting Roles and Responsibilities • Planning the Meeting • Conducting the Meeting • Reviewing the Meeting • Secrets to Successful Meetings © Operational Excellence Consulting. All rights reserved. 3
    • “Well begun is half done.” - Aristotle © Operational Excellence Consulting. All rights reserved. 4
    • The Key Messages • Good meetings are managed events, they don’t just happen • You are judged on how you handle a meeting © Operational Excellence Consulting. All rights reserved. 5
    • Effective Meetings Follow A Three Step Process Plan Meeting Conduct Meeting • Establish a need for a meeting • Post and follow Ground Rules • Develop a clear agenda and meeting process Review Meeting • Evaluate meeting and incorporate builds into next meeting design • Get Expectations • Ensure a proper meeting environment • Publish Next Steps • Record ideas • Bring to closure with Next Steps • Identify and overcome potential barriers © Operational Excellence Consulting. All rights reserved. 6
    • Meeting Roles and Responsibilities Roles Responsibilities Leader • • • Owns Meeting Develops Agenda Sets Tone Facilitator • • • Manages Meeting Guides Process Records Ideas / Decisions Participants • • • Add Expertise Generate Ideas Make Decisions Depending on the size and content of the meeting, the facilitator may be an independent role or one of the group leader or participants. © Operational Excellence Consulting. All rights reserved. 7
    • Plan Meeting Plan More, Meet Less Plan Meeting Conduct Meeting Review Meeting • Establish a need for a meeting • Develop a clear agenda and meeting process • Ensure a proper meeting environment • Identify and overcome potential barriers © Operational Excellence Consulting. All rights reserved. 8
    • Plan Meeting Establish A Need For A Meeting Good Reasons to Meet • To share information / answer questions • To resolve issues / develop ideas • To make decisions / develop a path forward • To delegate work or authority • To train • To persuade or inspire If there is no good reason to meet, “Just Say No”. © Operational Excellence Consulting. All rights reserved. 9
    • Plan Meeting Develop A Clear Agenda & Meeting Process Your Agenda is your Most Powerful Tool • Helps you prepare • Communicates expectations • Provides a mechanism for order and control • Measures success / failure of meeting © Operational Excellence Consulting. All rights reserved. 10
    • Conduct Meeting Meeting Success Is Dependent On Following the Agenda Plan Meeting Conduct Meeting Review Meeting • Post and follow ground rules • Get Expectations • Record ideas • Bring to closure with Next Steps © Operational Excellence Consulting. All rights reserved. 11
    • Conduct Meeting Post and Follow Ground Rules Basic Ground Rules • Observe time contracts • Headline ideas • Listen actively, seek to understand • Paraphrase to confirm what you heard • Build on others ideas - help ideas “over the wall” • Stay in process • Take notes • Accept all ideas as valuable • Be open © Operational Excellence Consulting. All rights reserved. 12
    • Conduct Meeting Get Expectations Expectations - The Group’s Agenda • Obtain group Expectations at the start of the meeting • Build into agenda by prioritizing with established topics • Agenda items and Expectations not covered in meeting time built into next meeting agenda • Issues that arise during the meeting that do not pertain to the topic being discussed can also be added to Expectations Expectations allow emerging high priority issues to be addressed in a formal manner. © Operational Excellence Consulting. All rights reserved. 13
    • Review Meeting Meetings As A Continuous Process Plan Meeting Conduct Meeting Review Meeting • Evaluate meeting and incorporate builds into next meeting design • Publish Next Steps © Operational Excellence Consulting. All rights reserved. 14
    • Review Meeting Evaluate Meeting and Incorporate Builds Into Next Meeting Design Debriefing Ideas • Use “Benefits and Concerns” or Meeting Effectiveness Checklist • Done as an agenda item with the entire group or with leader and facilitator immediately after meeting • Used by leader and facilitator to structure next meeting © Operational Excellence Consulting. All rights reserved. 15
    • Review Meeting Publish Next Steps Guidelines • Distributed within two days of meeting • Done by leader or designated team member • Notes can also include other minutes recorded on flip chart © Operational Excellence Consulting. All rights reserved. 16
    • Secrets to Successful Meetings Secrets to Successful Meetings • Pre-positioning • Benefits before Concerns • Straw Models • Participative Decision Making • Active Listening • Headlining © Operational Excellence Consulting. All rights reserved. 17
    • Secrets to Successful Meetings Pre-positioning Prior to Meetings Fosters Success When to Preposition • When key decisions need to be made • When the issues deal with the “political” and “emotional” aspects of change…  provides an opportunity to constructively deal with resistance Time spent positioning will reduce time squandered in meeting and help achieve the desired outcome. © Operational Excellence Consulting. All rights reserved. 18
    • Secrets to Successful Meetings The Foundation for Good Meetings Without Effective Teams You Cannot Have Effective Meetings And Will Not Get Results © Operational Excellence Consulting. All rights reserved. 19
    • END OF PREVIEW To download this complete presentation, please visit: www.oeconsulting.com.sg © Operational Excellence Consulting. All rights reserved.