Meetings

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  • 1. Meetings
  • 2. Concepts • “Meetings are places where minutes are kept but hours are lost.” • The Purpose of meetings: • Meetings provide opportunity for stakeholders to come to a common page. • Meetings offer a forum for discussion. • Meetings move things forward. • Meetings can help create rapport.
  • 3. Getting the best out of a meeting • An effective way for meeting management can be summarized by the acronym: PROOF • Planning for a meeting • Reaching out to the stake holders • Organizing a meeting • Orchestrating a meeting • Following through after a meeting
  • 4. P: Preparing for a meeting • Preparing for a meeting requires getting clarity on the following questions: 1. What is the purpose of the meeting? - Status meeting - Brainstorming meeting - Negotiating meeting 2. Who should be the participants? - Only call those who can add value to meeting and can contribute to it. - Carrying a meeting with more than 15 people may not be productive. 3. What is the expectations from the meeting? - Meeting can be unproductive because expectations not properly formulated or communicated to participants ahead of time. - So formulate a agenda of items and circulate in advance.
  • 5. P: Preparing for a meeting 3. Expectations from participants (continued): - While formulating an agenda mind the following: - Achieve a balance between breadth and depth: do we cover all items skimming the surface or we go into depth of some? - Choose the most appropriate person to be assigned an agenda item. - Have a backup if the person is not available. - Provide a reasonable time for discussions. • What is the estimated time duration for the meeting? • What are the logistics required for the conduct of the meeting?
  • 6. R: Reaching out • Reach out to the stakeholders, ensure they are available for the meeting; that they come prepared. • Make them know their roles. • Clearly state what data and other things they need to bring to the meeting. • Get their buy in. • Send them the agenda to confirm participation and role.
  • 7. O: Organizing a meeting • Identify the right place and time • Get the right infrastructure ready. • If needed, remind the participants just-in-time.
  • 8. O: Orchestrating the meeting • The meeting has to be conducted in an orderly way for effectiveness: - Arrive early - Prepare the seating arrangements - Allow time for small talk - Also start on time respecting people who come on time - Make sure the scribe is ready - Review the agenda at the beginning - State any protocols, like for time management, etc. - Go sequentially as per the agenda - Handle conflicts diplomatically yet firmly. - Allocate time for closing the meeting – recap and action items - Cleaning up after the meeting
  • 9. F: Following through after the meeting • Each meeting needs follow through for it to be effective: • Sending the Minutes of the Meeting: - A written summary of what transpired, what was discussed and what was agreed upon during the meeting - It highlights any action item which may have been generated - The MOM should be distributed within a couple of days after the meeting. - If there are any anomalies detected, they should be corrected a the new one sent. - Distinguish between decisions and actions: The decisions represent how to move forward. - Structuring the action items: The action items generated should identify the three W’s – What, Who and When.
  • 10. MOM Template • The following items should be there: - Project identification - Minuted by - Date and time of meeting - Venue - Attendee list - Agenda items - Decisions taken - Action items: Who, when, priority.