Effective meetings

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Effective meetings

  1. 1. Effective meetings<br />Presented By: Mahmoud Ghoz<br />
  2. 2. Agenda<br />The problem with meetings.<br />The cost of the meeting.<br />Why Meetings Matter?<br />Five-Stages process for facilitating meetings (PIPSR steps)<br />Last word<br />Free talk<br />
  3. 3. The problem with meetings<br />Research on the top 4 timewasters in order of significance:<br />Telephone interruptions<br />
  4. 4. The problem with meetings<br />Research on the top 4 timewasters in order of significance:<br />Drop-in visitors<br />
  5. 5. The problem with meetings<br />Research on the top 4 timewasters in order of significance:<br />Meetings<br />
  6. 6. The problem with meetings<br />Research on the top 4 timewasters in order of significance:<br />Crises<br />
  7. 7. The cost of the meeting<br />Multiply the salary of each person by the time spent and arrive at a dollar cost of the meeting. In addition, add the cost of the time of the leader plus the direct costs of the facilities, materials, aids, food, and so forth.<br />
  8. 8. Why Meetings Matter?<br />What do you think you attend all these meetings?<br />Can we just replace those meetings with any other mean?<br />Are we just wasting our time?<br />
  9. 9. PIPSR steps<br />Plan<br />Establish a clear purpose for the meeting.<br />Confirm the necessity of the meeting. <br />Invite the right people.<br />Explain what will be discussed and why.<br />
  10. 10. PIPSR steps<br />Inform<br />Give sufficient details<br />Have a logical order<br />Allocate appropriate time slots for each item based on importance, not urgency.<br />
  11. 11. PIPSR steps<br />Prepare<br />Your objectives<br />Your contribution<br />Questions<br />Homework<br />Actions<br />Authority<br />Consultation<br />
  12. 12. PIPSR steps<br />Structure and control<br />Making sure that evidence comes before interpretation and interpretation comes before decisions.<br />Keep the stages separate.<br />Prevent people from jumping to the next stage or going back over old ground.<br />
  13. 13. PIPSR steps<br />Tips for beginning the meeting<br />Start on time<br />Set the tone of the meeting – formal or casual.<br />Introduce new team members or visitors<br />State the objectives and agenda<br />Assign timekeeping and minutes responsibility. <br />
  14. 14. PIPSR steps<br />Tips for conducting the meeting<br />Keep the meeting focused on agenda items.<br />Control interruptions professionally.<br />Remain focused on objectives throughout. If other topics come up not on the agenda, add them to a future agenda<br />Give breaks as needed<br />
  15. 15. PIPSR steps<br />Tips for conducting the meeting<br />Encourage participants to ask questions and share opinions.<br />Engage team members that don’t speak a lot.<br />End the meeting on time.<br />
  16. 16. PIPSR steps<br />Summarize and Record<br />Summarize and record decisions and actions points.<br />Note the name of the person responsible for action items and follow up as needed.<br />Review feedback about the meeting and improve it.<br />Evaluate yourself.<br />Distribute the minutes.<br />
  17. 17. Last word<br />Unite the Group<br />Focus the Group<br />Mobilize the Group<br />
  18. 18. Free Talk<br />?<br />

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