Held in every organization, as per requirements Include board meetings, training sessions, goal-orientedmeetings, etc Have become increasingly complex over the years!
WHARTON CENTRE FOR APPLIED RESEARCHPublished findings in The Wall Street JournalAverage CEO spends 17 hours/week in meetingsSenior executives spend avg. 23 hours/weekMiddle managers spend 11 hours/ weekSenior and middle managers reported that only 56% of themeetings were productive.They added that a phone call or memo could have replaced 25%of the meetings they attended!
To move group actions forward Present information Review, evaluate, discuss & decide Social reasons (orientations, goal visioning, communication,motivational, etc)TypesHurdlesInformationsharingProblemsolving
Plan for both- meeting content and meeting process1. BE SPECIFICObjective Outcome
2. CREATE AN AGENDAThings to bediscussedPrioritize agendaitemsTime framefor eachitemAssign realisticamounts of timeto each agenda
3. PREPARE IN ADVANCEBenefit 1• Smooth conduction ofmeetingBenefit 2• Time wastage eliminationBenefit 3• Productivity enhancement
1. Who should participate? Whose inputs are required? Who is needed to decide? Whose consent is required to move forward?2. What should be the process? Clarify who will lead the meeting Will the leader also act as facilitator? Decide the appropriate format of meeting as per requirement(participative or directive)3. Roles in a meeting? Facilitator Recorder Leader Participants Timekeeper (opt.)
4. Pre and post Meeting CommunicationPre Meeting• Agenda• Participants• Time and Place• Preparation ofmaterials• List of audio/visualequipmentavailable topresenters• Requests for anyspecial needsDuring Meeting• Record• Decisions• Action items• Open issuesPost Meeting• Post or mailminutes of meetingto all
Starting time Opening Remarks Getting down to business Participation (balanced??) Agenda Closing
1. TO MEET OR NOT TO MEET Has a goal been set? Has an agenda been created ahead of time? Will the appropriate people be attending? Can the information be covered in an emailor memo?
Control• Conductyourself• Stand whileothers sit• Take the headof the tablechairCollaborative• Ask a teammember toconduct• Sit with others• Sit on eitherside of the table2. NON VERBAL COMMUNICATION Transmit neutral and appropriate body language
3. REACHING RAPID CONSENSUS Break the myth Indicate moving forward and doing ittogether Integrating other departments of theorganization
Online surveys Feedback forms Efficiency of task allotted as a result of meeting
Most integral part of an effective meeting process Record every detail- details of discussions, who said what,final decision Tip: Carry the agenda along with you
Understand the type of information you need to record at the meeting. Meeting minutes usually include the following:Date and time of the meetingNames of the meeting participants and those unable to attend (e.g.,“regrets”)Acceptance or corrections/amendments to previous meeting minutesDecisions made about each agenda item, for example:Actions taken or agreed to be takenNext stepsVoting outcomes – e.g., (if necessary, details regarding who mademotions; who seconded and approved or via show of hands, etc.)Motions taken or rejectedItems to be held overNew businessNext meeting date and time
Create an outlineCheck-off attendees as they enter the roomRecord decisions or notes on action items in your outline as soon as theyoccur to be sure they are recorded accuratelyAsk for clarification if necessary – for example, if the group moves onwithout making a decision or an obvious conclusion, ask for clarification of thedecision and/or next steps involved.Don’t try to capture it allRecord it – literally, if you are concerned about being able to keep up withnote taking, consider recording the meeting (e.g., on your smart phone, iPad,recording device, etc.)
Minutes need headings so that readers can skim for the informationthey need. Your template may include these:1. Topics_________________2. Decisions______________a.b.c.3. Actions Agreed Upona. Person responsibleb. Deadline4. Next Meeting-Date and Time________________-Location______________-Agenda items_____________
Write the minutes as soon as the meeting is overReview your outlineCheck to ensure all decisions, actions and motions are clearlynoted.include a short statement of each action taken by the boardand a brief explanation of the rationale for the decisionwhen there is extensive deliberation before passing amotion, summarize the major arguments
Edit to ensure brevity and clarity, so the minutes are easy toreadBe objective.Write in the same tense throughoutAvoid using people’s names except for motions or seconds.This is a business document, not about who said what.Avoid inflammatory or personal observations. The feweradjectives or adverbs you use, the better.If you need to refer to other documents, attach them in anappendix or indicate where they may be found. Don’t rewritetheir intent or try to summarize them.
Do write minutes soon after the meeting--preferably within 48hours.Do use positive language. Rather than describing the discussionas heated or angry, use passionate, lively, or energetic--all of which arejust as true as the negative words.Dont skip writing minutes just because everyone attended themeetingDont describe all the "he said, she said" details (Record topicsdiscussed, decisions made, and action items)Dont include any information that will embarrass anyone (forexample, "Then Terry left the room in tears").