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Leading effective meetings slides

Laura Staley
Laura Staley
Laura StaleyInstructional Designer at The American Speech-Language-Hearing Association

A presentation on the topic of how to lead meetings effectively.

Leading effective meetings slides

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Leading Effective Meetings
A Management Skills Workshop



                                    April 2, 2012
                                       Sponsored by:
             The Office of Training and Development
What is your…
   Name

   Position

   Organization (include Office or Branch)




                                              2
Objectives
By the end of the session, participants will be
able to:

     Determine if a meeting is necessary.
     Create an effective agenda.
     Facilitate the meeting to achieve its
      objectives.


                                                  3
Ground rules
       Confidentiality
       Respect
       Participation
       No Distractions
       Punctuality



                          4
What makes for an
ineffective meeting?
Meeting Purpose and Objectives
   Clearly state the purpose of the meeting.
     Exchanging information and ideas
     Solving problems
     Making decisions
     Gathering data

   State the objectives in a way that describes the
    desired end result, i.e.,
     The objective of this meeting is to review three
      proposals for reducing costs.
     Using a consensus decision-making process, we will
      select one candidate for the new position.
                         Preparing for the meeting         6
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Leading effective meetings slides

  • 1. Leading Effective Meetings A Management Skills Workshop April 2, 2012 Sponsored by: The Office of Training and Development
  • 2. What is your…  Name  Position  Organization (include Office or Branch) 2
  • 3. Objectives By the end of the session, participants will be able to:  Determine if a meeting is necessary.  Create an effective agenda.  Facilitate the meeting to achieve its objectives. 3
  • 4. Ground rules  Confidentiality  Respect  Participation  No Distractions  Punctuality 4
  • 5. What makes for an ineffective meeting?
  • 6. Meeting Purpose and Objectives  Clearly state the purpose of the meeting.  Exchanging information and ideas  Solving problems  Making decisions  Gathering data  State the objectives in a way that describes the desired end result, i.e.,  The objective of this meeting is to review three proposals for reducing costs.  Using a consensus decision-making process, we will select one candidate for the new position. Preparing for the meeting 6
  • 7. Different types of meetings  What kinds of meetings do you see at NIAID? Preparing for the meeting 7
  • 8. Different types of meetings  Standing meeting  Topical meeting  Presentation  Conference  Emergency meeting  Seminar Preparing for the meeting 8
  • 9. What to include in an agenda?  Purpose of the meeting  Objectives for the meeting  Topics for discussion  Presenter or discussion leader for each topic  Time allotment for each topic Preparing for the meeting 9
  • 10. Inviting the participants  Send an invitation by e-mail or Outlook calendar invite.  Ask attendees for agenda items (if time allows).  Send a final agenda to all meeting participants before the meeting. Preparing for the meeting 10
  • 11. Exercise: Create an agenda  Think of a meeting you will be leading in the near future.  With a partner:  Decide on your purpose.  Establish your objective(s).  Create an agenda. Preparing for the meeting 11
  • 12. Steps in conducting a meeting  Start on time.  Communicate the purpose of the meeting to the participants.  Assign meeting roles.  Agree on ground rules and processes.  Follow the agenda and document the decisions.  Use a parking lot.  End on time. Conducting the meeting 12
  • 13. Processing decisions  Authoritative—leader makes the decision.  Consultative—leader consults with others, then makes the decision.  Democratic voting—all vote; majority or some weighted percentage wins.  Consensus—after everyone has had an opportunity to have their perspectives considered, all agree to support the decision even if it is not their first choice. Note: While consensus may be the most difficult to achieve, true consensus ensures the greatest commitment and buy-in from participants. Conducting the meeting 13
  • 14. Tips for different types of meetings Teleconferences Online meetings  Ground rules.  Ensure e-mailed links work.  Telephones muted.  Practice using software.  Who talks when?  Send out meeting reminders.  New people introduced. Video conferences  Introduce participants.  Make eye contact with camera.  Use names when addressing others.  No background noises. Conducting the meeting 14
  • 15. Practice a meeting  In table groups, choose one person to lead a mock meeting.  Leader, use the agenda from the pairs exercise.  Everyone, choose a skill you want to practice. Note: Get as far into the meeting as your goals and time allow. Conducting the meeting 15
  • 16. Follow up  Evaluate the outcomes against the objectives for the meeting.  Follow strategies for keeping the momentum going after the meeting:  Distribute meeting minutes, including decisions and action items.  Follow up with those unable to attend.  Monitor the completion of action items. Following up on the meeting 16
  • 17. Wrap up What have you learned from the topics presented today that you may use in your work tomorrow? 17
  • 18. References  “Before And After The Meeting”, Tom Krattenmaker, Harvard Business Review  “Effective Meeting: A Checklist for Success”, Nick Morgan, Harvard Business Review  “Five Tips for Better Virtual Meetings”, Karen Boda and Rebecca Hinkle, Harvard Business Review  “Getting Everyone to Agree in Meetings - The Impossible Dream?”, Charlie Hawkins, www.makemeetingsmatter.com  How to Make Meetings Work!, Michael Doyle 18
  • 19. Evaluation  You will receive an e-mail.  Please provide feedback about the objectives, content, and facilitator to enhance the session experience.  Offer comments and ideas for enhancing the session.  Submit by COB April 15, 2012. 19