This document discusses essentials for effective meetings. It begins by noting that meetings have costs associated with them and can be unproductive if not planned properly. An agenda is important to stay organized and on track. Different types of meetings are described such as staff, status, management, and ad hoc meetings. Best practices are provided for conducting meetings, including being prepared, participating, starting and ending on time, assigning tasks, and following up after the meeting. The overall document emphasizes the importance of proper planning, facilitation, and follow up for meetings to be productive.
2. Why Have A Meeting ……???
March 21, 2015 2Meeting Essentials
3. The cost of organising meeting depends
upon ....
• Travel expenses
• Salaries
• Accommodation
• Refreshment
• Venue hire
March 21, 2015 3Meeting Essentials
4. Meetings are unproductiveMeetings are unproductive
((Unsuccessful meeting can be a disaster….))
• Leader tries to accomplish too much
• Conflict between members
• Purpose is unclear
• No agenda
• Start late
• Leader loose control
• No clear direction
• No clear conclusion
March 21, 2015 4Meeting Essentials
7. Need For AgendaNeed For Agenda
The outline of items to discussed and tasks to be
accomplished during a meeting
An Agenda,
• Is an organizational tool
• Helps members to prepare for meeting
• Is a time management tool
• Provides measure of success
So begin with Agenda ……
March 21, 2015 7Meeting Essentials
8. Meeting BasicsMeeting Basics
• A meeting is a gathering of two or more people
where positive discourse occurs. Of course their
purposes will vary.
• Standard verbal expression in speech or writing.
An extended communication dealing with some
particular topic.
March 21, 2015 8Meeting Essentials
9. • Meetings enable face to face contact of number
of people at the same time.
• Provides opportunities for sharing information,
making suggestions and proposals, taking
discussions and obtaining instant feedback.
• They facilitate exchange of views.
March 21, 2015 9Meeting Essentials
10. Types of meeting
1. Staff or team meeting
Team leader or manager
Regular basis – Open line communication
Encourage two way communication
Communicate problem or solutions
Provides focus for the team
Example – Dept. staff meeting
2. Status meeting (Standing or condition)
Provide current information about something that is
ongoing
Lead by team leader, supervisor, line leader etc.
Involves one way communication
Example- Development of new product line
March 21, 2015 10Meeting Essentials
11. 3. One-on-one meeting
Most frequent workplace meeting
Between co-workers, supervisor, employees to learn
new database
Performance appraisal (judgment of how well
someone performing on job)
4. Management meeting
Administrative staff from various levels
Regular basis- open line communication
Example- Hostel student council meeting
Communicate problems or solutions
March 21, 2015 11Meeting Essentials
12. 5. Board meeting
Held for administrative purpose
Involves board of director, governors, trustees,
elected officers
Simply referred to as the board
Held at definite interval
6. Ad Hoc meeting (for this purpose)
For special issues or situations
After completion of task, committee disbands
March 21, 2015 12Meeting Essentials
13. Frequency of meetings
1. One time meeting
Several hours/entire day/span of several days
Involves few individuals
Example – workshops arranged for workers
training
1. Recurring meeting
Regular basis- each week, month, year
Example- dept. meetings
Includes lectures & events that contn. Over several
days(workshop & seminar)March 21, 2015 13Meeting Essentials
14. 3. Series meeting
Similar to recurring meetings
But topic discussed varies
Encourage individual inputs, build team spirit,
improve knowledge of employees
March 21, 2015 14Meeting Essentials
15. Meeting styles
1. Informal meetings
Staff meeting, team meeting, status meeting will
generally be held in an informal or relaxed setting.
Example- team leader may arranged staff meeting
in conference room
Breakfast or lunch may arranged
Impromptu meetings
Typically occurs , takes place anywhere
People meet spontaneously & conversation @
business matter
Provides opportunity network & exchange info.
March 21, 2015 15Meeting Essentials
16. Stand up meetings
Held daily
Provide status update to team member
Example – meeting held at workplace on the form
of circle in an open area making commitments to
each other
2. Formal meetings
Requires planning with an agenda
Follows an established set of rules
Agenda is distributed before meeting
Start and end on time
Written records of the meeting are distributed
March 21, 2015 16Meeting Essentials
18. Participating in meetings
1. Be present
Serious commitment
On time
Being late is rude, annoying, inconsiderate
If unable to attend, contact meeting leader
& explain
If can’t present physically, connect
electronically
March 21, 2015 18Meeting Essentials
19. 2. Be prepared
Be present & prepare yourself mentally
Bring notepad, pen etc.
Record key points to refer later
Bring laptop
Be with electronic calendar to check your
availability in future
If you have to ask for share information, so
you should have copies for all
Bring agenda
March 21, 2015 19Meeting Essentials
20. 2. Be participatory
To contribute, to take part
Be an active listener
Make eye contact to leader/speaker
Avoid distraction
Make notes
Ask question that you think of them
Comment on agenda
March 21, 2015 20Meeting Essentials
21. Tips before you attend a meeting -
Be alert, look confident and
interested.
Be respectful of the thoughts,
ideas, opinions of others.
Be willing to share your ideas.
Don’t interrupt the comments of others.
Don’t monopolize the discussion- others have
important ideas too.
Don’t be defensive if others don’t agree with your
ideas.
Don’t make critical remarks about the thoughts and
opinions of others.
March 21, 2015 21Meeting Essentials
22. Planning of meeting
- Clearly Identify Objectives.
- Determine the participants.
- Determine time, place and equipment needed.
- Prepare the Agenda.
March 21, 2015 22Meeting Essentials
23. Conduct the meeting
Start in time
Introduce the
topics of the
meeting
March 21, 2015 23Meeting Essentials
24. Do not let
talkative people
take over.
Make sure tasks are
clearly assigned
Prepare what next
meeting will discuss
March 21, 2015 24Meeting Essentials
26. Tips before you conduct a meeting
Have a good reason for calling the meeting.
Begin and end on time.
Keep comments limited to the topic being
discussed.
Encourage everyone to participate.
Allow only one person to speak at a time.
Do not take sides or show favoritism.
Do not permit private discussions.
Summarize all decisions and assignment.
Close on a positive note.
March 21, 2015 26Meeting Essentials
27. Follow up activity
1. Distribute a summary
Email a meeting summary within 24 hrs.
1. Evaluate the effectiveness
Review feedback
Make self assessment
1. Verify that assigned duties are underway
March 21, 2015 27Meeting Essentials