Describes How to Manage a meeting effectively

1. Meeting Optimization
&
Effective Meeting Management

2. Contents

3. Objective
• To optimize/reduce the no. of meetings
 To maintain the importance of the meetings
 Increase the productive hours for routine activities
• Plan an effective meeting
• To encourage people for one to one discussion
• To identify and fix key audience (wherever possible) for some of the regular
meetings (Like MRM/MPRM/S&OP…etc.)

4. Video

5. Boring In-efficient
Standing
Meeting
Extracts from Video

6. What Global Data Speaks
For Fortune 500 Firm – Cost (or Loss???)
of meetings is $71 Million/Year
(Almost 500 Cr. INR) * Data from Linked in Survey

7. What X Company Data Speaks
• Analysis – Meetings for Oct Month
• Data Source – Meetings Blocked with HR Calendar
• Exclusions
 Trainings
 Meetings Not Blocked in HR Calendar

8. What X Company Data Speaks?
Contributionin%
Purpose of Meeting

9. 92 91
15 13
86
62 60
0
20
40
60
80
100
Weekly Invitations
Recd. - Upto 10
Meetings
Attended - upto
10
Invitation Declined Invitation
Accepted-Meeting
not attended
Sending Detailed
Agenda before
meeting
Audience
Preparedness
Meeting
effectiveness
Responses in %
Survey Parameter
Analysis – Meeting Survey

10. 86 84
30
62
77
66
38
0
20
40
60
80
100
Routine Work
affected due to
Meetings
No meeting
days(2 Days)
Blocking Calendar
for Own Work
Purpose of
arranging
meetings(Status
Update &
Discussions)
Absenteeism of
People in
Meetings due to
increased
meetings
Selection of
Audience need to
relook
Effective Meeting
Time
management
Responses in %
Survey Parameter
Analysis – Meeting Survey

11. What is a Meeting?
Bringing a Group
or team Together
For
Common Goal

12. When to Call a Meeting???
Action Meeting
• New Project
• Problem Solving
• Making a Group Decision
• Planning
Informative Meeting
• Management Message
• Policies, Circulars, Procedure
• Team Motivation
• Welcome
• Recognition

13. Effective Meeting : 3P

14. Preparing a Meeting
Selecting Participants
• Depends on what you want to
Accomplish
Location
• Closed Room
• Gemba
All who are needed are
attending
&
Only those who are
needed are attending

15. Preparing a Meeting
If you can reduce a half-hour meeting’s
attendee list by just two people whose
presence isn’t essential, that’s an hour of
productive time returned to the company.

16. Preparing a Meeting
Developing Agenda
• Outcome required
• Activities to reach the outcome
• Type of action and Type of Output(Decision, Vote, Action)

17. Participating in a Meeting
Opening the Meeting
• Start On Time
• Review Agenda
• Previous Meeting actions
• Note Taker (wherever Possible)
• Clarify Roles
Establish Ground Rules
• Participate
• Get Focus
• Maintain Momentum
• Reach Closure
• Discipline (Mobiles, Side Talks)

18. Participating in a Meeting
Time Management
• Maintain momentum to finish on
time
• Avoid Topic Diversion
• Spare 5-10 Minutes for Review
Closure – Imp.
• Review Conclusion
• Set action plan and details
• Next Step?

19. Standing Meeting
Stand-up meetings (or simply “stand-ups”) have become popular team rituals.
Employees become more engaged, more collaborative and less territorial when
they participate in a project that involves standing meeting.

20. Performing after the Meeting
Post Meeting Activities
• Sharing the Minutes – What, Who, When
• Follow ups

21. Concerns – Where are We???
• Identification of Participants
• Reviewing Calendar
• Agenda
• Responding Invitations
• Meetings in Closed Rooms away from GEMBA
• On time presence
• Participation
• MOM
• Decision and Follow up actions

22. • Pl. speak to my boss
• Unwanted discussion
• Meetings done even for one to one
discussion items
• Assessment of decision & response on
acceptance/Rejections
• Long Discussions, No Decisions
• Place of meeting is away from the work place
• Same Person Looking after multiple activities so
always busy with meetings of all those areas
Voice of People
• Change in Decision
• Dev./PHP/CAPA – Separate Meetings ???
• CC – Status Update meeting – Can be done in email
• Right Candidate not available in meeting
• User not clear on what is expected
outcome
• Key Person/Decision Maker Not present
• MOM Never shared
• Use of Hard copy Format for Noting the
actions and Attendance

23. Meeting Optimization
Sr. No. Suggestions Votes
1 Invitation to Right Person 9
2 Software to Track the Status 6
3 Agenda Sharing and Audience Preparedness 6
4 Follow up actions after meeting 5
5 Meeting Monitoring and no diversion 3
6 Use of Other communication tools(Direct Call/e-mail) for Status updates 2
7 Merging Common Audience/Subject 2
8 No Urgent meetings (Artificial Urgencies) 2
9 Open Environment for Discussion/Brain Storming 2
10 Identify the real need for meeting 2
Suggestions for Optimizing Meetings
Sr. No. Suggestions Votes
11 Presence of Initiator and Decision Makers for Single window clearance 2
12 Proper work planning 2
13 Quick Meetings [MRM/MPRM- Dept. Specific (30Mintes)] 2
14 Training on Managing Meeting 1
15 Whatsapp 1
16 No meeting Days(2-3) 1
17 15minutes HOD meetings Once a week 1
18 Meetings at Gemba 1
19 Use of Share Folder for Project Status Updates 1
20 Sharing the Calendar to Avoid Meeting Absenteeism 1
21 Timely Presence 1
Suggestions for Optimizing Meetings
Suggestions from the Survey
(Nov – 2018)

24. •Identify the real Need for Meeting
•Selection of Right Candidate & No. of Candidate
•Selection of Timing Slot for the meetings
•Reviewing Calendar
•Agenda Must Be Shared before every meeting (Format to be shared)
•Response to invitation
•Preferred location : Gemba or near proximity of working zone or Reduced People
movement
•Use of Note Taker wherever feasible
•Presence of Decision Maker – Single Window Clearance
•Sharing MOM & Follow up actions (Format to be shared)
•Shared Folders to avoid Status Update Meetings
•Software for Status Updates
Meeting Optimization

25. Meeting Optimization - Actions

27. Thank You !!!

28. # Question Yes/No
1 How many Meetings do you attend weekly?
2 Is the selection of audience for the meeting is perfect?
3 Do you receive clear agenda before the meeting?
4 Are the audience prepared for the meeting agenda?
5 Do you feel the meetings are effective? (Serving the purpose what is expected out of meeting?)
6 How many Meetings get started and ends up on time?
7 Do you feel the increased number of meetings affects my routine works?
8 How many Meetings get started and ends up on time?
9 Do you think Meetings notes are shared with the team after the meeting?
10 Are the follow up actions made to ensure the actions are completed as agreed upon during meeting?
Meeting Management – Survey Questions

29. Benefits
• Saving the time of People that can be utilized for other priorities
• Effective outcome
• Improved responsibility and ownership of actions
• Reduced time of meetings
• System Driven Approach instead of Person driven (Any new person coming into system
will easily adopt this practice)