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Management of Meeting


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You should be able to define the purpose of the meeting in 1 or 2 sentences at most. Set an agenda. Set a timeframe; at the very least set a start and end time. I also recommend setting a duration for each item in the agenda. These should total to the overall meeting timeframe.
Every meeting should have a "topic keeper". I like to ask for a volunteer at the beginning of the meeting. The topic keeper's job is to interrupt whenever the discussion strays from the topic under discussion.
Meetings need to start on time. Don't wait for stragglers to show up. When someone arrives late, don't go back and review what has already been covered. That just wastes the time of the people who showed up on time for the meeting.
If the meeting organizer/sponsor doesn't show up on time, consider the meeting cancelled and go back to work.

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Management of Meeting

  1. 1. Researched & Preparedby:- Anuj Tripathi
  2. 2. “Meetings cost time andmoney, both of which arevaluable.”Hold meetings only when necessary, andensure that they are concise and constructive.
  3. 3. Managers spend most of their time indiscussions to organize work and solveproblemsThe average manager spends 65-80% of histime in meetingsMeetings’ ManagementMeetings’ Management
  4. 4. PurposeofMeetingsImparting informationGenerating creative ideas(brainstorming)Resolving problemsMaking or implementingdecisionsIssuing instructions
  5. 5. Advantages of MeetingsAdvantages of MeetingsImmediatefeedbackGesturesFacialexpressionsEye contactInteractiveFace-to-facecommunication
  6. 6. The Path of a Meeting – Critical ?The Path of a Meeting – Critical ?Define theMeeting’spurposeDefine theMeeting’spurposeDecide howLong itShould lastDecide howLong itShould lastEnsure theRight peopleattendEnsure theRight peopleattend
  7. 7. Is the meetingurgent andimportant?No YesIs the meetingurgent andimportant?No YesIs the meetingurgent orimportant?No YesIs the meetingurgent orimportant?No YesIs the meetingroutine?No YesIs the meetingroutine?No YesDo you needto hold itASAP?No YesDo you needto hold itASAP?No YesIs there adeadline towork towards?No YesIs there adeadline towork towards?No YesHold meetingimmediateHold meetingimmediateIs the meetingnecessary?No YesIs the meetingnecessary?No Yes Save the meetingfor a quiettimeSave the meetingfor a quiettimeAllocate a timeto holdmeetingAllocate a timeto holdmeetingSet a realisticdeadlineSet a realisticdeadlineDoes that meetinghelp you workmore efficiently?No YesDoes that meetinghelp you workmore efficiently?No YesSet aside atime tohold meetingSet aside atime tohold meetingCCCCBBBBAAAADon’t do Itcancel it
  8. 8. How to EnsureHow to Ensurea Successful Meeting ?a Successful Meeting ?“ Ensure That the RightPeople Attend, at the RightTime and Place, and ThatThey Reach the RightDecisions. ”
  9. 9. Successful Meetings - StepsSuccessful Meetings - StepsSteps to asuccessfulmeeting
  10. 10.  Define purpose of meeting Develop meeting agenda Select attendees -- Consider job background ..Harmonize..- Define roles and means ofparticipation Locate a venue Send out invitation along with agenda
  11. 11.  Monitor meeting duration (opening,closing) Limit and bring side-discussions andunnecessary arguments back to track Summarize each issue before moving tothe next Limit number of issues to be discussed
  12. 12. Define Direct meeting towards definedresultsAnd announce each decision made Direct meeting to a final conclusion Support what has been agreed upon
  13. 13. Keep discussion focused on the topicIntervene if discussion fragments intomultiple conversationsTactfully prevent anyone fromdominatingManager’s Role - Chairing a MeetingManager’s Role - Chairing a Meeting
  14. 14. Bring discussions to a closeEnsure all participants are aware of alldecisions that have been reachedNotify group when time for an item hasexpiredManager’s Role - Chairing a MeetingManager’s Role - Chairing a Meeting
  15. 15. Arriving lateReason of attendance is unknownRoles are not definedNo interestDiscussions dominated by one personEngagements in side conversationsInterrupting the speakerMeetings Failed – Why ?Meetings Failed – Why ?
  16. 16. Unnecessary argumentsNo agendaKey persons are absentIssues are left danglingMeeting’s conclusions are pre-determinedNot following-up implementationMeetings Failed – Why ?Meetings Failed – Why ?
  17. 17. In Case of any Question Ask withComment ?Join my professional Network:-