Meetings uwsb

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Meetings uwsb

  1. 1.  Held in every organization, as per requirements Include board meetings, training sessions, goal-orientedmeetings, etc Have become increasingly complex over the years!
  2. 2. 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!
  3. 3.  To move group actions forward Present information Review, evaluate, discuss & decide Social reasons (orientations, goal visioning, communication,motivational, etc)TypesHurdlesInformationsharingProblemsolving
  4. 4.  Plan for both- meeting content and meeting process1. BE SPECIFICObjective Outcome
  5. 5. 2. CREATE AN AGENDAThings to bediscussedPrioritize agendaitemsTime framefor eachitemAssign realisticamounts of timeto each agenda
  6. 6. 3. PREPARE IN ADVANCEBenefit 1• Smooth conduction ofmeetingBenefit 2• Time wastage eliminationBenefit 3• Productivity enhancement
  7. 7. 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.)
  8. 8. 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
  9. 9.  Starting time Opening Remarks Getting down to business Participation (balanced??) Agenda Closing
  10. 10. 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?
  11. 11. 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
  12. 12. 3. REACHING RAPID CONSENSUS Break the myth Indicate moving forward and doing ittogether Integrating other departments of theorganization
  13. 13.  Online surveys Feedback forms Efficiency of task allotted as a result of meeting
  14. 14.  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
  15. 15.  Understand the type of information you need to record at the meeting. Meeting minutes usually include the following:Date and time of the meetingNames of the meeting participants and those unable to attend (e.g.,“regrets”)Acceptance or corrections/amendments to previous meeting minutesDecisions made about each agenda item, for example:Actions taken or agreed to be takenNext stepsVoting outcomes – e.g., (if necessary, details regarding who mademotions; who seconded and approved or via show of hands, etc.)Motions taken or rejectedItems to be held overNew businessNext meeting date and time
  16. 16. Create an outlineCheck-off attendees as they enter the roomRecord decisions or notes on action items in your outline as soon as theyoccur to be sure they are recorded accuratelyAsk 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 allRecord 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.)
  17. 17. 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_____________
  18. 18. Write the minutes as soon as the meeting is overReview your outlineCheck 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 decisionwhen there is extensive deliberation before passing amotion, summarize the major arguments
  19. 19. Edit to ensure brevity and clarity, so the minutes are easy toreadBe objective.Write in the same tense throughoutAvoid 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.
  20. 20. 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 themeetingDont 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").

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