Efficient meeting ppt

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Efficient meeting ppt

  1. 1. CONDUCTING AEFFECTIVE MEETING
  2. 2. MEETING PREPARATION Continuous Cycle  Preparation  Conducting a meeting  Follow-up to meeting Pawan Kumar Singh
  3. 3. INFORMATION GATHERING Collect ballot results Review correspondence Review minutes and action items from previous meeting Contact TG chairman Review jurisdiction list Contact staff manager Prepare agenda
  4. 4. Essential Questions What are some characteristics of effective meetings? What structures and processes can be used by teams to ensure that their meetings are effective? What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings? Pawan Kumar Yadav
  5. 5. Tips for Leading Effective MeetingsEffective Meetings Need to Have:  Good structures  Good processes  Good leadership/facilitation
  6. 6. Creating Productive Processes Use agendas with timelines  Have the group agree on the agenda ahead of time, or  Come with a partial agenda and ask for input  If there’s too much to do, prioritize and stick to your timelines Use roles and share them when possible  Typical roles include: facilitator, recorder, timekeeper  The facilitator’s role can be shared, even if there’s one “official” leader  Shared roles help to create a sense that all members are equally valued Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills  Build in processing time to discuss what the group is doing well and what needs to be improved
  7. 7. WHY IS AN AGENDA IMPORTANT??Prepares chairmanPrepares attendeesCreates an interestClearly defines objectivesProvides a valuable organizational tool PIYUSH PANDEY
  8. 8. INFORMATION AGENDA INCLUDES: Meeting date, time, location General information Agenda/minutes approvals Agenda items with background/goals Old/New Business Summary/ Assignments
  9. 9. DISTRIBUTION OF AGENDAS Provide electronic copy to staff manager –manager will post to members only section of home page –ensure copies are available at the meeting
  10. 10. COVERAGE OF MEETING IFYOU CANNOT ATTEND, FIND A REPLACEMENT BRIEF YOUR REPLACEMENT ON THE AGENDA Pragati Chaudhary
  11. 11. AT THE MEETING Is the room set properly Audio visual Number of seats
  12. 12. Creating Strong Structures Teams need to decide how they will be structured to conduct their business  Decide on regular meeting times  Identify group norms and purpose  Decide how meetings will be conducted (e.g., use of agendas and roles, etc.)  Talk about how decisions will be made (e.g., consensus, democratic, etc.)  Talk about how members will communicate between meetings
  13. 13. Opening Discussion Think about a meeting that you’ve been to lately that you consider to have been effective. How do effective team meetings contribute to collaboration? Pragati Kumar
  14. 14. Think, Pair, Share Activity Individually, list as many ideas as you can about factors that contribute to effective team meetings. In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings. Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.
  15. 15. Paying Attention to Leadership and Facilitation Remember to balance the task and relationship aspects of collaboration  Focus both on getting tasks done and developing good relationships  Try to read the energy of a group and adapt as necessary  Use humor-- wisely PRAJESH RAWAT
  16. 16. Paying Attention to Facilitation (cont’d) Use your role to help develop a sense of equity among team members  Encourage equal participation among all members  Remind members that participating means listening as well as talking Use your role as a way to identify when decisions are being made  Note the difference between “discussion time” and “deciding time” When necessary, step in to help resolve conflict and/or to help in doing so
  17. 17. CONDUCTING A MEETING START ON TIME!! Delegate the task of taking minutes if you haven’t a subcommittee secretary Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary Prakhar Gupta
  18. 18. ROLE OF THE CHAIRMAN Recognize attendees who wish to speak Remain neutral Summarize discussion and future action Maintain order
  19. 19. WHY DO WE RUN OUT OF TIME?? Repetition Wander from the agenda Lengthy discussion of controversial issues Prashant Kumar Singh
  20. 20. MEETING TECHNIQUES Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed
  21. 21. CLOSING A MEETING State conclusions reached Summarize assignments Give staff manager next meeting requirements Prashant Ranjan
  22. 22. AFTER THE MEETING Prepare minutes as soon as possible after the meeting – actions and discussions that took place are fresh in the writer’s mind – committee members may rely on receipt of minutes before they implement promised actions Send electronic version of minutes to the staff manager
  23. 23. PREPARING MINUTESFollow the format of the meeting agenda and include: –the committee number and title, date/location of meeting, and time called to order –an accurate summary of the decisions and conclusions reached –the assignments that were made –the follow-up action required –time of adjournment and notice of the next meeting date, time and location

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