5 Steps to Conducting Effective Meetings
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Meetings are a common phenomenon and they can either be very productive or end up in huge debates that do not lead to an action plan. Here are Titansoft's 5 tips to conducting effective meetings!
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5 Steps to Conducting Effective Meetings
- 1. 5 Steps to Conducting Effective Meetings
- 2. But first… let us understand the people inside meetings. 2
- 3. Roles in a Meeting Meeting Host (MH) Time Keeper (TK) Minute Taker (MT) Whiteboard Writer (WW) 3 Keeps the discussion focused Concludes the Meeting
- 4. Roles in a Meeting Meeting Host (MH) Time Keeper (TK) Minute Taker (MT) Whiteboard Writer (WW) 4 Ensures meeting starts and ends on time Ensures the agenda is followed
- 5. Roles in a Meeting Meeting Host (MH) Time Keeper (TK) Minute Taker (MT) Whiteboard Writer (WW) 5 Takes meeting minutes Distributes the meeting minutes within 24 hours
- 6. Roles in a Meeting Meeting Host (MH) Time Keeper (TK) Minute Taker (MT) Whiteboard Writer (WW) 6 Captures ideas and thoughts and writes them on the board
- 7. Effective Meetings in 5 Easy Steps PDCAC Before Meeting • Preparation During Meeting • Discussion • Conclusion After Meeting • Action • Show Results 7
- 9. Consider the necessity of the meeting 9 Would these work instead?
- 10. What is the objective of the meeting? 10
- 11. Who should / should not be in the meeting? 11 Respect people’s time Should those with nothing to share be in the meeting?
- 12. Where and when is suitable? 12
- 13. Send out Meeting Agenda and Request 13 At least 3 working days prior to the meeting
- 14. Step 2: The Discussion 14
- 15. Start on time! 15 Don’t wait for people, no matter who.
- 16. Review minutes from the last meeting 16 Were all actionable items completed?
- 17. Get Constructive Feedback 17 Everyone in the meeting must contribute thoughts
- 18. Keep Focus and Time 18 Don’t side track from the agenda!
- 20. Conclude with an Action Plan 20 Any decision is better than no decision Keep actions SNT - be Specific - measureable Numbers - defined Timeline
- 21. Ensure that everyone knows what to do 21
- 22. Set up next Meeting 22 Time Place
- 23. Send out Meeting Minutes 23 Remember to send to all participants within 24 hours
- 24. Step 4: Action 24 Always support the conclusion Do not change action plans
- 25. Step 5: Show Results 25 Results are the reason for holding the meeting in the first place Seek ways to success!
- 26. What are the Elements to produce Effective Meetings? 26
- 27. Elements of an Effective Meeting • Hold meeting only when NEEDED • Only invite attendees who are NEEDEDNeed • Keep it within 1 hours • Not more than 3 hoursShort • Keep it within 7 people • Not more than 9 peopleSmall • Agenda before meeting • Minutes after meetingDocument 27
- 28. The least productive people are usually the ones who are most in favor of holding meetings - Thomas Sowell
- 29. Brought to you by
- 30. About Titansoft 30 We provide complete IT solutions, tailored to fulfill customers’ needs. We adopt agile software development, which focuses on the development and quick delivery of high quality software and/or web applications.
- 31. About Titansoft 31 We are located at 150 Cantonment Road Cantonment Centre Block B, #02-08 S(089762)
- 32. About Titansoft 32 2005 2006 2008 2009 2010 We were founded! Launched first major product! Reached 60,000 concurrent users! 2011 2012 2014 Reached 90,000 concurrent users! Launched Workplace Health Programme Awarded Bronze HEALTH award Reached 100,000 concurrent users! Certified with ISO/IEC 27001:2005 Certified as Cisco Select Certified Partner Achieved Microsoft Silver Competencies in Server Platform, Hosting and Midmarket Solution Provider Awarded Gold HEALTH award by the Health Promotion Board Singapore Successful adoption of the Agile Framework 2013 Certified People Developer by SPRING Singapore
- 33. About Titansoft 33 •Awarded GOLD Health Award •Awarded People Developer Certification •Awarded ISO/IEC 27001:2005 for Standard of Information Security Management System •Certified Cisco Select Partner •Achieved Microsoft Silver Competencies in Server Platform, Hosting and Midmarket Solution Provider
- 34. Check us out from our Website! Follow us on our Social Media and our Blog! If you would prefer, write to us too! hr@titansoft.com.sg Connect with Us! 34
- 35. Image Credits 1. www.clipartbest.com 2. www.openclipart.org 3. www.flaticon.com - SimpleIcon - Nice and Serious - Freepik - Linh Pham
Editor's Notes
- Meeting Host Keep discuss on focus Make conclusions Time Keeper Make sure meeting start and finish on time Make sure agenda follows Minute Taker Take meeting minutes Discussion topics Conclusions Action plans Distribute meeting minutes 24 hours after meeting Whiteboard Writer Capture ideas and thoughts on whiteboard
- Meeting Host Keep discuss on focus Make conclusions Time Keeper Make sure meeting start and finish on time Make sure agenda follows Minute Taker Take meeting minutes Discussion topics Conclusions Action plans Distribute meeting minutes 24 hours after meeting Whiteboard Writer Capture ideas and thoughts on whiteboard
- Meeting Host Keep discuss on focus Make conclusions Time Keeper Make sure meeting start and finish on time Make sure agenda follows Minute Taker Take meeting minutes Discussion topics Conclusions Action plans Distribute meeting minutes 24 hours after meeting Whiteboard Writer Capture ideas and thoughts on whiteboard
- Meeting Host Keep discuss on focus Make conclusions Time Keeper Make sure meeting start and finish on time Make sure agenda follows Minute Taker Take meeting minutes Discussion topics Conclusions Action plans Distribute meeting minutes 24 hours after meeting Whiteboard Writer Capture ideas and thoughts on whiteboard
- Meeting Host Keep discuss on focus Make conclusions Time Keeper Make sure meeting start and finish on time Make sure agenda follows Minute Taker Take meeting minutes Discussion topics Conclusions Action plans Distribute meeting minutes 24 hours after meeting Whiteboard Writer Capture ideas and thoughts on whiteboard
- Prepare before meeting Meeting must have Discussion Discussion must lead to Conclusions Conclusions drives Actions Actions produce Results 會前準備 會必議 議必決 決必行 行必果
- Is the meeting absolutely necessary? If not necessary, don’t meet at all If email, phone or short discussion can resolve don’t call for meeting What are the objectives and agenda? What is the desire result of the meeting? Define objectives and agenda Who must attend and who are optional? For people who must attend, don’t meet if they can’t make it For people who does not speak, they are not required in the meeting When and Where? Choose a suitable time and venue Meeting room may not always be the best place for meeting What tools are required for the meeting? Presenter, white paper, hand outs Book time and venue for the meeting What was the result of last meeting? Check the result of action plans from last meeting Study before meeting? Everyone shall receive and study material before meeting Study or reading shall be before meeting, not in the meeting Send out meeting agenda and request At least 3 working days prior meeting
- Is the meeting absolutely necessary? If not necessary, don’t meet at all If email, phone or short discussion can resolve don’t call for meeting What are the objectives and agenda? What is the desire result of the meeting? Define objectives and agenda Who must attend and who are optional? For people who must attend, don’t meet if they can’t make it For people who does not speak, they are not required in the meeting When and Where? Choose a suitable time and venue Meeting room may not always be the best place for meeting What tools are required for the meeting? Presenter, white paper, hand outs Book time and venue for the meeting What was the result of last meeting? Check the result of action plans from last meeting Study before meeting? Everyone shall receive and study material before meeting Study or reading shall be before meeting, not in the meeting Send out meeting agenda and request At least 3 working days prior meeting
- Is the meeting absolutely necessary? If not necessary, don’t meet at all If email, phone or short discussion can resolve don’t call for meeting What are the objectives and agenda? What is the desire result of the meeting? Define objectives and agenda Who must attend and who are optional? For people who must attend, don’t meet if they can’t make it For people who does not speak, they are not required in the meeting When and Where? Choose a suitable time and venue Meeting room may not always be the best place for meeting What tools are required for the meeting? Presenter, white paper, hand outs Book time and venue for the meeting What was the result of last meeting? Check the result of action plans from last meeting Study before meeting? Everyone shall receive and study material before meeting Study or reading shall be before meeting, not in the meeting Send out meeting agenda and request At least 3 working days prior meeting
- Respect people’s time, only people who really matters shall be in the meeting People who does not have thoughts to share does not need to be in the meeting
- Is the meeting absolutely necessary? If not necessary, don’t meet at all If email, phone or short discussion can resolve don’t call for meeting What are the objectives and agenda? What is the desire result of the meeting? Define objectives and agenda Who must attend and who are optional? For people who must attend, don’t meet if they can’t make it For people who does not speak, they are not required in the meeting When and Where? Choose a suitable time and venue Meeting room may not always be the best place for meeting What tools are required for the meeting? Presenter, white paper, hand outs Book time and venue for the meeting What was the result of last meeting? Check the result of action plans from last meeting Study before meeting? Everyone shall receive and study material before meeting Study or reading shall be before meeting, not in the meeting Send out meeting agenda and request At least 3 working days prior meeting
- Is the meeting absolutely necessary? If not necessary, don’t meet at all If email, phone or short discussion can resolve don’t call for meeting What are the objectives and agenda? What is the desire result of the meeting? Define objectives and agenda Who must attend and who are optional? For people who must attend, don’t meet if they can’t make it For people who does not speak, they are not required in the meeting When and Where? Choose a suitable time and venue Meeting room may not always be the best place for meeting What tools are required for the meeting? Presenter, white paper, hand outs Book time and venue for the meeting What was the result of last meeting? Check the result of action plans from last meeting Study before meeting? Everyone shall receive and study material before meeting Study or reading shall be before meeting, not in the meeting Send out meeting agenda and request At least 3 working days prior meeting
- Start on time Don’t wait for people who comes late, no matter whom Review minutes from last meeting What was complete and what was not Get constructive feedback Meeting Host must encourage everyone to input Everyone in meeting must contribute thoughts Share thoughts inside the meeting, not outside of meeting Keep focus Meeting Host must make sure discussion stays on focus, stop the side tracks Keep time Time Keepers must make sure time is within control and follow agenda Make use of the whiteboard Whiteboard Writer record key points and thoughts on whiteboard Discuss motion Only discuss if have sufficient time
- Start on time Don’t wait for people who comes late, no matter whom Review minutes from last meeting What was complete and what was not Get constructive feedback Meeting Host must encourage everyone to input Everyone in meeting must contribute thoughts Share thoughts inside the meeting, not outside of meeting Keep focus Meeting Host must make sure discussion stays on focus, stop the side tracks Keep time Time Keepers must make sure time is within control and follow agenda Make use of the whiteboard Whiteboard Writer record key points and thoughts on whiteboard Discuss motion Only discuss if have sufficient time
- Start on time Don’t wait for people who comes late, no matter whom Review minutes from last meeting What was complete and what was not Get constructive feedback Meeting Host must encourage everyone to input Everyone in meeting must contribute thoughts Share thoughts inside the meeting, not outside of meeting Keep focus Meeting Host must make sure discussion stays on focus, stop the side tracks Keep time Time Keepers must make sure time is within control and follow agenda Make use of the whiteboard Whiteboard Writer record key points and thoughts on whiteboard Discuss motion Only discuss if have sufficient time
- Start on time Don’t wait for people who comes late, no matter whom Review minutes from last meeting What was complete and what was not Get constructive feedback Meeting Host must encourage everyone to input Everyone in meeting must contribute thoughts Share thoughts inside the meeting, not outside of meeting Keep focus Meeting Host must make sure discussion stays on focus, stop the side tracks Keep time Time Keepers must make sure time is within control and follow agenda Make use of the whiteboard Whiteboard Writer record key points and thoughts on whiteboard Discuss motion Only discuss if have sufficient time
- Start on time Don’t wait for people who comes late, no matter whom Review minutes from last meeting What was complete and what was not Get constructive feedback Meeting Host must encourage everyone to input Everyone in meeting must contribute thoughts Share thoughts inside the meeting, not outside of meeting Keep focus Meeting Host must make sure discussion stays on focus, stop the side tracks Keep time Time Keepers must make sure time is within control and follow agenda Make use of the whiteboard Whiteboard Writer record key points and thoughts on whiteboard Discuss motion Only discuss if have sufficient time
- Conclude with Action plan Any decision is better than no decision Must have action plans Action plans need to be SNT Ensure everyone know what to do Repeat and emphasize as required Ask questions to be sure Announce next meeting time and place Remind everyone the time and place for next meeting Finish on time Finish early is even better Leave at least 5 minutes for next meeting taken in the same room Send out meeting minutes Minute Taker send out within 24 hours
- Conclude with Action plan Any decision is better than no decision Must have action plans Action plans need to be SNT Ensure everyone know what to do Repeat and emphasize as required Ask questions to be sure Announce next meeting time and place Remind everyone the time and place for next meeting Finish on time Finish early is even better Leave at least 5 minutes for next meeting taken in the same room Send out meeting minutes Minute Taker send out within 24 hours
- Conclude with Action plan Any decision is better than no decision Must have action plans Action plans need to be SNT Ensure everyone know what to do Repeat and emphasize as required Ask questions to be sure Announce next meeting time and place Remind everyone the time and place for next meeting Finish on time Finish early is even better Leave at least 5 minutes for next meeting taken in the same room Send out meeting minutes Minute Taker send out within 24 hours
- Conclude with Action plan Any decision is better than no decision Must have action plans Action plans need to be SNT Ensure everyone know what to do Repeat and emphasize as required Ask questions to be sure Announce next meeting time and place Remind everyone the time and place for next meeting Finish on time Finish early is even better Leave at least 5 minutes for next meeting taken in the same room Send out meeting minutes Minute Taker send out within 24 hours
- Conclude with Action plan Any decision is better than no decision Must have action plans Action plans need to be SNT Ensure everyone know what to do Repeat and emphasize as required Ask questions to be sure Announce next meeting time and place Remind everyone the time and place for next meeting Finish on time Finish early is even better Leave at least 5 minutes for next meeting taken in the same room Send out meeting minutes Minute Taker send out within 24 hours
- Follow through the conclusions and action plan The hardest part is to action Do more, talk less Don’t complaint about the conclusion Support the conclusion, always Don’t change action plans Follow it Have doubt, check with direct supervisors
- Meeting without result is not effective Results are the reason holding meeting in the first place Result is either achieved or not Seek ways to success, don’t find excuse for failure. 為成功找方法, 不要為失敗找理由 Give solutions, not problems