Your SlideShare is downloading. ×
Upcoming SlideShare
Loading in...5

Thanks for flagging this SlideShare!

Oops! An error has occurred.

Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply



Published on

Published in: Business, Education

1 Like
  • Be the first to comment

No Downloads
Total Views
On Slideshare
From Embeds
Number of Embeds
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

No notes for slide


  • 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.