Golden Rules For Effective Business Meetings

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One of Business Excellence Workshops Delivered to Sipchem professionals in 2009/2010

Golden Rules For Effective Business Meetings

  1. 1. GOLDEN RULES<br />For Conducting<br />EFFECTIVE BUSINESS MEETINGS<br />How to get the best out of business meetings and stop wasting time!<br />Business<br />Excellence<br />Series<br />Designed and conducted by:<br />Yousef Abugosh, PMP – Section Head / Sipchem<br />
  2. 2. OUTLNE<br />Clarifying your meeting's purpose.<br />Planning your meeting well.<br />Important actions you must take before your meeting! <br />Important actions you must take during your meeting! <br />Important actions you must take after your meeting!<br />Summary of main points & important tips.<br />
  3. 3. A<br />g<br />e<br />n<br />d<br />a<br />16<br />14<br />Survey Question:In your opinion, what are the top two reasons why meetings are unproductive?<br />12<br />P<br />l<br />a<br />n<br />n<br />i<br />n<br />g<br />10<br />8<br />C<br />o<br />m<br />m<br />i<br />t<br />m<br />e<br />n<br />t<br />6<br />T<br />i<br />m<br />e<br />4<br />P<br />e<br />o<br />p<br />l<br />e<br />F<br />o<br />c<br />u<br />s<br />2<br />
  4. 4. SUCCESSFUL MEETINGS: HOW TO PLAN, PREPARE, AND EXECUTE TOP-NOTCH BUSINESS MEETINGS<br />More than 70% of executives feel that most of the meetings they attend are a waste of time; and 67% said they attended more meetings this year than last year (Success Magazine)<br />Executives spend 75% of their time in meetings (How to Win the Meeting – by Frank Snell)<br />The higher paid people in companies spend most of their time in meetings  a colossal waste of money if meetings are not effective.<br />At Xerox, Senior executives spend at least 5 hours a day in meetings.<br />Meetings are responsible for $37 billion in productivity losses every year (www.webiq.net).<br />Book<br />80/20 rule  where is our success leverage area?<br />
  5. 5. MEETING PURPOSE<br /> Clarify your meeting purpose will help you determine whether you meeting is necessary to have!<br />12<br />
  6. 6. MEETING PURPOSE<br />Exercise 1<br />Effective meeting purpose statement<br />
  7. 7. MEETING PURPOSE<br />
  8. 8. MEETING PURPOSE<br />What are the pros and cons of having regularly scheduled meetings?<br />Exercise 2<br />Optimizing recurring meetings<br />
  9. 9. MEETING PURPOSE<br />TWO GOOD TIPS THAT HELP AVOID UNNECESSARY MEETINGS<br />Will a telephone call, conference call, voice mail, email, or a casual talk over lunch work?<br />If you need a decision, can you secure it without a formal meeting; can one person help (as opposed to a group?)<br />
  10. 10. MEETING PLANNING<br />IMPORTANT ACTIONS BEFORE THE MEETING<br />Anticipate the info. needed and be sure they’re on hand.<br />Invite only those people whose attendance is necessary.<br />Tell them what you will expect their role to be in the meeting; use a meeting agenda.<br />Send the agenda out ahead of time and tell people what you expect from them.<br />Ensure your meeting agenda is effective:<br /><ul><li>What, where, why, who, when
  11. 11. So what! Solutions/Ideas/ Proposals
  12. 12. Organized input (brainstorming/discussions, etc.)
  13. 13. Decisions
  14. 14. Summary / final thoughts</li></ul>Exercise 3<br />Drafting a clear agenda<br />
  15. 15. MEETING PLANNING<br />Keep the meeting small (5 to 8 people)  Invite only those who can make a contribution. <br />Be prepared  Do your homework before arriving.<br />Do not go to meetings that you know will either waste your time or to which you would not add value.<br />Propose alternate time if meeting time is inconvenient to you, <br />Confirm meeting is still on for last minute cancellation / remind key people of meeting!<br />Print the meeting invite and make a list of items you need to take with you to the meeting!<br />Distribute meeting-related information to attendees before the meeting date!<br />Do not accept impromptu meetings if disrupting to work schedule  Some suggested actions:<br />Request a planned meeting<br />Verify the urgency<br />Request a background briefing<br />Postpone til later (if possible)<br />
  16. 16. CONDUCTING THE MEETING<br />Start and Stop on time & stick to the agenda<br />If minutes are required, assign someone other than you.<br />Use visual aids as supporting evidence to make your point.<br />Never allow interruptions (nor ever interrupt)  use the 100 km rule!<br />Learn to tactfully:<br />Minimize small talks and side-conversations<br />Stop people from jumping ahead or backward<br />Engage disinterested people back into meeting<br />Discussion technique:<br />State the proposition 2. Produce the evidence<br />3. Discuss the evidence 4. Reach a conclusion<br />5. Decide on the action<br />Summarize all decisions and conclusions<br />Exercise 4<br />Summarize decisions<br />
  17. 17. CONDUCTING THE MEETING<br />IMPORTANT ACTIONS DURING THE MEETING<br />
  18. 18. CONDUCTING THE MEETING<br />Essential soft-skills building-blocks<br />Watch out for meetings’ dominators<br />Eliminate intimidation and fear<br />Encourage seeking meaning and truth, not presenting own opinion at any cost<br />Spread smiles and use professional humor<br />Be vulnerable - If you do not know, say so, apologize for mistakes, etc.!<br />Thank participants for good ideas (ex.: thanks Ahmed for such brilliant thought)<br />Exercise 5<br />Stopping dominators tactfully<br />
  19. 19. AFTER THE MEETING<br />Prepare a follow-up action plan. Note what must be done, who will do it, when it is due. Give a copy to everyone after the meeting.<br />Make sure people know what actions they are responsible for after the meeting ends and when the assignments are due.<br />If minutes are necessary, distribute them within 24 hours after the meeting.<br />Be sure to check the progress of the action assignments. Don’t risk finding out at the next meeting that nothing has happened.<br />
  20. 20. The Best and the Worst of Meetings<br />
  21. 21. Thank you!!!<br />

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