Effective Meetings


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Effective Meetings

  1. 1. Effective Meetings Lecture dated: 8/10/2009 Hasan Raihan [email_address]
  2. 2. Meetings are a problem <ul><li>Adequate preparation </li></ul><ul><li>Agreement on follow-up action </li></ul><ul><li>Staying on the subject </li></ul><ul><li>Clearly set objectives </li></ul><ul><li>Beginning on time </li></ul><ul><li>Physical environment </li></ul><ul><li>Ending on time </li></ul><ul><li>Having a written agenda </li></ul>
  3. 3. Making Meetings Pay <ul><li>To make decision </li></ul><ul><li>To analyze a problem </li></ul><ul><li>To solve a problem </li></ul><ul><li>To inform others </li></ul><ul><li>To gather data </li></ul><ul><li>To negotiate </li></ul><ul><li>To resolve a dispute </li></ul><ul><li>To plan for the future </li></ul><ul><li>To generate ideas </li></ul><ul><li>To review progress </li></ul><ul><li>To record data </li></ul><ul><li>To allocate blame </li></ul><ul><li>To sell </li></ul><ul><li>To persuade </li></ul><ul><li>To educate or develop </li></ul><ul><li>To argue </li></ul><ul><li>Break fast meeting </li></ul><ul><li>Lunch meeting </li></ul><ul><li>Meetings with experts and specialist </li></ul><ul><li>Meeting to launch something </li></ul><ul><li>Meeting to stop something </li></ul><ul><li>Meeting at the end of something </li></ul><ul><li>Meetings to measure something </li></ul><ul><li>Meetings to support something </li></ul><ul><li>Meeting by telephone </li></ul><ul><li>Meeting by videa </li></ul><ul><li>Formal meetings </li></ul>Kinds of meetings
  4. 4. Making Meetings pay Building blocks for meetings PURPOSE TIME FRAME STYLE <ul><li>Identifying the purpose of meetings is most important </li></ul><ul><li>One purpose, multiple purpose, </li></ul><ul><li>Analyze meeting is essential or ? </li></ul><ul><li>The time-frame refers to the time which the meetings is concerned. </li></ul><ul><li>Time frame will have an effect on the tone and urgency of matters discussed at meetings </li></ul><ul><li>Controlled </li></ul><ul><li>Un Controlled </li></ul><ul><li>Information available </li></ul><ul><li>Information not available </li></ul><ul><li>Formal </li></ul><ul><li>Informal </li></ul><ul><li>Urgent </li></ul><ul><li>Important </li></ul><ul><li>One off </li></ul><ul><li>Regular </li></ul>
  5. 5. Making Meetings pay Useful information Available Little Useful information Available Low Control High Control Quadrant A Quadrant B Quadrant D Quadrant C Agenda driven meeting Badly managed meeting Strong leader crisis Brain storm meeting Control and information
  6. 6. Making Meetings pay Formal Informal Low Control High Control Quadrant A Quadrant B Quadrant D Quadrant C GMs meetings Board meetings Executive meetings Unruly Debate Most meetings Meeting in the restaurant Control and formality
  7. 7. Making Meetings Pay Cost of Meetings Wasted Money Wasted time
  8. 8. Making Meetings Pay Meetings Audit The kinds of meetings you hold The aims , objectives and outcomes you expect from these meetings How effective ly these meeting will be able to meeting their objective, and the improvements you believe possible What you can do to bring about those improvements and ensure they continue
  9. 9. Why Meetings Fail <ul><li>Failure of preparation </li></ul><ul><li>Failure of purpose </li></ul><ul><li>Failure of communication </li></ul><ul><li>Failure of resource utilization </li></ul><ul><li>Failure of decision </li></ul><ul><li>Failure of implementation </li></ul>
  10. 10. Why Meetings Fail Failure of preparation I would like to discuss this point further,’ said the chairman, “but I did not realize that the meeting would take this long. I am sorry but I have to leave now to catch the plane.’ <ul><li>The time to prepare for the meeting </li></ul><ul><li>The time for the meeting itself </li></ul><ul><li>The time to follow up and take action after the meeting </li></ul>
  11. 11. Why Meetings Fail Failure of Purpose Why are we meeting today? Asked Gill, Because it’s Monday and we always have a meeting on a Monday <ul><li>Failure to have a purpose </li></ul><ul><li>Failure to communicate and clarify the purpose </li></ul><ul><li>Failure to adapt the purpose. </li></ul>
  12. 12. Why Meetings Fail Failure of Communication <ul><li>Failure to communicate the purpose of meeting. </li></ul><ul><li>Can lead to people being wrongly prepared or unprepared to contribute appropriately. </li></ul><ul><li>If people are simply told to attend the meeting, without understanding of its level of urgency of importance, then they fail to prepared, may fail to come in time, or fail to come at all. </li></ul>During the Meeting After the meeting +
  13. 13. Why Meetings Fail Failure of Resource Utilization Use of Time Use of Physical Resources +
  14. 14. Why Meetings Fail Failure of Decision <ul><li>Failure to distinguish discussion from decision </li></ul><ul><li>Failure to confront hidden agendas </li></ul><ul><li>Failure to recognize reality </li></ul><ul><li>Failure of courage </li></ul>
  15. 15. Planning the Meeting <ul><li>Know your objective </li></ul><ul><li>Decide who should be there </li></ul><ul><li>Prepare an agenda </li></ul><ul><li>Arrange the time and place </li></ul>
  16. 16. Planning the Meeting Know your objective: What would happen if the meeting was not held? What is the purpose or objective of meetings Does it really need Why ?
  17. 17. Planning the Meeting <ul><li>If you are calling meeting, it is important that you are clear about purpose. </li></ul><ul><li>Meeting without purpose become demotivating and frustrating for those attending. </li></ul><ul><li>If meetings are held regularly without clear objectives, people begin coming to them with the expectation that they will be useless, boring, which make people less likely to contribute o listen </li></ul><ul><li>If people are clear about the objectives, they are aware of importance of the meeting and the contribution they can make </li></ul><ul><li>Clarity of purpose leads to individual making greatest efforts and being more motivated to do what is expected of them </li></ul>Know your objective:
  18. 18. Planning the Meeting Know your objective: Meetings concerned with the giving and receiving of information Meetings concerned with decision making, where an outcome is required <ul><li>Providing information about a product o service </li></ul><ul><li>Presenting an idea or report </li></ul><ul><li>Exchanging information </li></ul><ul><li>Encouraging creativity </li></ul><ul><li>Consulting a group about something </li></ul><ul><li>Informing a group about a decision </li></ul><ul><li>Problem –solving </li></ul><ul><li>Negotiating </li></ul><ul><li>Making decision </li></ul>
  19. 19. Planning the Meeting <ul><li>They may have information to communicate. </li></ul><ul><li>They may need to be given information </li></ul><ul><li>They may be an expert in a particular subject of discussion </li></ul><ul><li>They may have executive responsibility for an under discussion </li></ul><ul><li>They will be annoyed if they are not involved </li></ul>Decide who should be there: Only invite those who really need to be there Valid Reasons
  20. 20. Planning the Meeting <ul><li>He has always come in the past </li></ul><ul><li>She always offer to take the work even that is not her responsibility </li></ul><ul><li>I want to ask his advise on something else after the meeting </li></ul><ul><li>I like them and they are nice to me </li></ul><ul><li>I am scared of her/him </li></ul>Decide who should be there: Only invite those who really need to be there In-Valid Reasons
  21. 21. 4 Simple Rules for an effective Meeting