Conducting Effective Meetings 2012_02_02


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The basic way for beginner to conduct meetings

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Conducting Effective Meetings 2012_02_02

  1. 1. Presented by Joey Phuah SY
  2. 2. <ul><li>Two or more people come together for the purpose of discussing a (usually) predetermined topic such as business or community event planning, often in a formal setting. </li></ul>What is Meeting?
  3. 3. What is Meeting?
  4. 4. <ul><li>To socialize, network and build relationships </li></ul>What is the Purpose of the Meetings? <ul><li>To present information that cannot be presented in any other way </li></ul><ul><li>To obtain input and feedback from people where there will be greater richness of idea through interaction </li></ul><ul><li>To make decision where the group is truly the decision-maker </li></ul><ul><li>To celebrate success </li></ul>
  5. 5. Meeting Management <ul><li>A set of skills </li></ul><ul><li>Very expensive activities because the cost of labor for the meeting </li></ul>
  6. 6. Types of Meetings <ul><li>Annual General Meeting (AGM) </li></ul><ul><li>Weekly Committee Meeting </li></ul><ul><li>Monthly Committee Meeting </li></ul><ul><li>Quarterly Members Meeting </li></ul><ul><li>Event Planning Meeting </li></ul>- Hallowen Night - Deepavali Celebration - Bowling Inter College Competition
  7. 7. Documents for Meeting <ul><li>Notice of Meeting </li></ul><ul><li>Previous Meeting Minutes </li></ul><ul><li>Attachment for Discussion </li></ul>
  8. 8. Notice of Meeting
  9. 9. Agenda <ul><li>A list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. </li></ul><ul><li>It usually includes one or more specific items of business to be considered/ discussed. </li></ul>
  10. 10. Developing Agendas <ul><li>Think of what overall outcome you want from the meeting and what activities need to occur to reach that outcome </li></ul><ul><li>Design the agenda and circulate to all participants so that they get involved early by having something for them to do right away and so they come on time. </li></ul>
  11. 11. <ul><li>Keep the agenda posted at all times </li></ul>Developing Agendas <ul><li>Do not overly design meetings, be willing to adapt the meeting agenda if members are making progress in the planning process. </li></ul><ul><li>Ask participants if they’ll commit to the agenda. </li></ul>
  12. 12. Developing Agendas <ul><li>Think about how you label an event, so people come in with that mindset. </li></ul><ul><li>Give participants a chance to understand all proposed major topics – circulate the agenda and previous meeting minutes at least one week before the meeting. </li></ul>
  13. 13. Exercise 1 <ul><li>Form a group of committee consists of President, Secretary and other committee members </li></ul><ul><li>Develop an agenda on the “Teambuilding Event” – first meeting. </li></ul>
  14. 14. Opening Meetings <ul><li>Always start on time; this respects those who showed up on time and reminds late-comers that the scheduling is serious. </li></ul><ul><li>Welcome attendees and thank them for their time. </li></ul>
  15. 15. Opening Meetings <ul><li>Review the previous minutes at the beginning of each meeting before further to the agenda </li></ul><ul><li>Clarify your role (s) in the meeting </li></ul>
  16. 16. Time Management
  17. 17. <ul><li>One of the most difficult facilitation tasks is time management – time seems to run out before tasks are completed. </li></ul>Time Management <ul><li>Therefore, the biggest challenge is keeping momentum to keep the process moving. </li></ul><ul><li>You might ask attendees to help you keep track of the time. </li></ul>
  18. 18. Evaluations of Meeting Process <ul><li>It’s amazing how often people will complain about a meeting being a complete waste of time – but, they only say so after the meeting. </li></ul><ul><li>Get their feedback during the meeting when you can improve the meeting process right away. </li></ul>
  19. 19. Evaluations of Meeting Process <ul><li>Evaluating a meeting only at the end of the meeting is usually too late to do anything about participants’ feedback </li></ul><ul><li>In a round-table approach, quickly have each participant indicate how they think the meeting is going. </li></ul>
  20. 20. Evaluating the Overall Meeting <ul><li>Leave 5 – 10 minutes at the end of the meeting to evaluate the meeting; don’t skip this portion of the meeting </li></ul><ul><li>Have each member rank the meeting from 1 – 5, with as the highest and have each member explain their ranking. </li></ul>
  21. 21. <ul><li>Evaluation Areas: </li></ul><ul><li>Content (Agenda) </li></ul><ul><li>Time </li></ul><ul><li>Outcome </li></ul><ul><li>Efficiency </li></ul><ul><li>Problem Solving </li></ul><ul><li>Action </li></ul>Evaluating the Overall Meeting
  22. 22. Closing Meetings <ul><li>Always end meetings on time and attempt to end on a positive note. </li></ul>
  23. 23. Closing Meetings <ul><li>At the end of a meeting: </li></ul><ul><li>Review actions and assignments </li></ul><ul><li>Set the time for the next meeting (ask each person if they can make it or not – to get their commitment </li></ul><ul><li>Clarify that meeting minutes and/ or actions will be reported back to members in at most a week (this helps to keep momentum going) </li></ul>
  24. 24. Meeting Minutes <ul><li>Draft the minutes and send to President/ Advisor for verification (5 days) </li></ul><ul><li>President/ Advisor to verify the minutes before sending to all members (3 days) </li></ul><ul><li>Circulate the approved minutes to all members </li></ul><ul><li>Members to feedback on the minutes before the next meeting </li></ul>
  25. 25. Meeting Minutes <ul><li>Minutes should cover four elements: </li></ul><ul><li>Attendance </li></ul><ul><li>- What were the date and location? </li></ul><ul><li>- Who showed up? </li></ul>2. Decisions - What was the purpose of the meeting? - What decisions were made and why?
  26. 26. Meeting Minutes 3. Responsibility - Who’s taking responsibility to implement the decision? 4. Progress - What progress have the people made who took responsibility toward achieving the decisions made in past meetings?
  27. 27. Minutes of Meeting Attendance Heading Present Absent Agenda according to the Notice of Meeting Person in-charge Confirmation of the previous meeting minutes as correct
  28. 28. Minutes of Meeting Any topics that not in the agenda Meeting finish at 6.10pm needs to be recorded Secretary of the meeting to write the minutes of meeting Chairperson of the meeting to vet the minutes of meeting
  29. 29. Exercise 2 <ul><li>Conduct the first meeting of the “Teambuilding Event” according to the agenda </li></ul>
  30. 30. <ul><li>Question </li></ul>
  31. 31. <ul><li>Thank you </li></ul>