The Art Of Conducting Effective Meetings


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  • A very handy tool to organize meeting and it provides a complete checklist from Meeting preparation to Action taken and follow-ups. Easily available on internet for just 50$
  • Labeling the meeting's purpose will not only allow people to come to the session better prepared it will also help reveal if the right people are attending.
  • If you are planning on an information-sharing meeting, it is obvious you need the people with the right information in attendance and that the people who need to gather the information are also planning to attend. Similarly, if you want to make a group decision you have to assure the attendees are "empowered" to make this particular decision. Is there anyone not invited who might later reverse or hinder the outcomes? If so, make them part of the group. And remember, problem-solving activities will only be as good as the knowledge and expertise present. Attendees who are able to come the meeting may not be the ones that are needed there on the chosen date and time. For example, important decision makers or those who best understand the problem or work to be discussed are unable to attend. If a decision has already been made, is a meeting necessary to tell everyone or pretend to get "buy-in?" This can lead to low trust in the meeting leader. Is it relevant to discuss a perceived problem or work flow issues, if the people closest to the problem or issue are not available? Leaving out those most involved will not produce effective results and can lead to resentment.
  • -The chair should start on time to respect those who show up on time-Welcome the participants and review the agenda
  • -The chair should start on time to respect those who show up on time-Welcome the participants and review the agenda
  • If you discover everything to be done cannot be done in the allotted time, then add another day Your first impulse will be to resist this, but do it! Just as you want to protect your people's time from being wasted, you want to guarantee the investments of the time all of you make will provide a quality outcome.
  • If you discover everything to be done cannot be done in the allotted time, then add another day Your first impulse will be to resist this, but do it! Just as you want to protect your people's time from being wasted, you want to guarantee the investments of the time all of you make will provide a quality outcome.
  • The Art Of Conducting Effective Meetings

    1. 1.
    2. 2. The Art of Conducting Effective Meetings<br />by<br />AL-AWWAL MANAGEMENT CONSULTANCY<br />WELCOME<br />© 2009 AAE<br />All Rights Reserved.<br />
    3. 3. Faisal Khan<br />Trainer<br />
    4. 4. Understanding the meeting concept <br />Discussing and practicing the meeting plan, organizing and managing procedures <br />Making meeting more effective by using effective tools and techniques <br />OBEJECTIVES<br />
    5. 5. No mobile phones<br />No SMS<br />Punctual starts<br />No smoking<br />House Rules<br />
    6. 6. Why Meeting is Important<br />Do you Really need a meeting?<br />Meeting Can be expensive<br />Some Useful tools <br />Meeting checklist<br />Outcome of the meeting<br />Meeting Purpose<br />Select the Participants<br />Inform the Participants<br />Send Out an Agenda <br />Who does what? <br />Attendance<br />AGENDA<br />
    7. 7. Start on Time <br />Opening the Meeting<br />Introducing the Situation or Problem<br />Handling the Meeting – Leader Qualities<br />Handling the Meeting – How To’s<br />Time Management<br />If it’s Worth Having, It’s Worth Recording<br />No Grandstanding Please! <br />Closing the meeting<br />Conclusion<br />Personal Action Plan<br />AGENDA<br />
    8. 8. EXERCISE<br />
    9. 9. Lets Discuss….<br />
    10. 10. why meeting is important ?<br />5 minutes for preparation5 minutes for presentation<br />
    11. 11. Meetings are important because that is where an organization’s culture and climate perpetuates itself<br />Meetings are one of the ways that an organization tells its workers: “You are a member.” If you have bad, boring, and time-wasting meetings, then the people begin to believe that this is a bad and boring company that does not care about time<br />great meetings tell the workers, “This is a GREAT organization to be working for!” Also, remember that bad meetings lead to more bad meetings which cost even more money<br />Why Meeting is important<br />
    12. 12. Do you really need a meeting?<br /><ul><li>If you can accomplish your goal without a meeting don't have one”
    13. 13. Unnecessary or less than productive meetings are costly and ineffective.
    14. 14. Can this be done any other way?
    15. 15. One on one over lunch
    16. 16. A Quick phone call or email
    17. 17. Unnecessary meetings can have even worse effects than the waste of money</li></li></ul><li>Work hours--Calculate combined salaries of attendants + annual overhead + various costs / Working hours per year (2080) <br />After hours--Calculate cost of being away from family or other functions<br />Meeting can be expensive<br />Calculate Cost Of Meeting<br />Combined Salaries + Overhead + meeting Costs / Work Hours per Year<br />Overhead is equal to company overhead per year.<br />Additional Costs are associated w/ Briefing Rooms, Refreshments, Paper, Equipment and etc.<br />
    18. 18. Intangible costs include<br />Missed Time with Family<br />Fuel<br />Bumping Schedules<br />Reaction Time<br />Frustration<br />Non-Financial Cost<br />
    19. 19. Outlook Express<br />Meeting Organizers<br />Some Useful tools <br />
    20. 20. Outlook<br /><ul><li>A Very handy tool to schedule a meeting
    21. 21. You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings
    22. 22. View calendars of others to see when they are free.
    23. 23. Accept, reject, or propose new meeting times.
    24. 24. Adds accepted meetings to your calendar, creating a reminder in the process.</li></li></ul><li>Meeting Organizer<br /><ul><li>Just enter a key information it creates a professional set of documents required for organizing a meeting from scratch.
    25. 25. Documents include Address lists, Invitations, Agenda, Minutes, Memo, Catering Order, Seating Planner, etc.
    26. 26. Easily available on internet</li></li></ul><li>Material Resources<br />Meeting worksheets (action plans or barrier & solution worksheets) <br />List of members with phone numbers and addresses for any new members present <br />Name tags for large meetings of new groups <br />Overhead Projector, PowerPoint Projector <br />Directional signage <br />Laptop Computer <br />Meeting Checklist<br />Meeting Room<br />EXIT<br />Wash Room<br />Canteen<br />Saad Khan<br />Manager HR<br />KamranIqbal<br />Assit Finance Manager<br />Faraz Mirza<br />Manager Admin<br />
    27. 27. Flip Charts <br />Paper, Notepads, Pens <br />Board, Chalk/Markers <br />Sitting Arrangements<br />Podium with microphone <br />Banquets/Refreshments<br />Meeting Checklist<br />
    28. 28.
    29. 29. Outcome of meeting <br /><ul><li>Establishing a desired outcome provides two things</li></ul>It gives a focus<br />a "benchmark" against which actual outcomes can be measured<br />
    30. 30. Problem-solving meeting<br />To share information<br />Data gathering meeting<br />A decision-making meeting<br />To receive reports<br />To discover, analyze, solve a problem<br />To gain acceptance for an idea or program<br />To resolve a conflict<br />To obtain reactions<br />To gain understanding<br /> Meeting Purpose<br />
    31. 31. Who needs to be there?<br />Who will this affect?<br />Should I invite someone just for a fresh perspective?<br />Will the parties work well together?<br />Have you invited the right people?<br /> Select the Participants<br />
    32. 32. Date, time and place<br />Purpose and desired outcome<br />Information to bring with them<br />What is expected of them at the meeting<br />Meeting length<br />Special arrangements<br />Inform the Participants<br />
    33. 33. Written plan for the meeting<br />Order of subjects and time for each<br />“If people are to prepare for a meeting, they need to know what it is about. Let them know. Send out an agenda a few days in advance<br />Keep the agenda simple as possible<br />Send Out an Agenda<br />
    34. 34. Meeting Agenda<br />
    35. 35.
    36. 36. Facilitator - This is the person designated to direct the group session, by leading members through the activities required to achieve their outcomes. The facilitator ensures all members participate, reviews the outcomes, processes progress and summarizes discussions, decisions and consensus. In most instances the meeting leader retains this responsibility. <br />Timekeeper - One team member should be assigned the task to monitor the agreed-upon time frames for agenda items and give updates to the group on time usage. <br />Who does what? <br />
    37. 37. Minute Taker - This person's job is to capture and distribute proceedings of the session, which at a minimum must include "who has agreed to do what, by when." <br />Scribe - Another participant records key ideas and issues, verbatim, on flip charts, and posts them on the meeting room walls for the whole group to see and refer to .<br />Who does what? <br />
    38. 38. Make sure everyone attends<br />Send a notice in advance. Include the purpose of the meeting, the list of participants and whom to contact if there are questions<br />Provide agenda in advance<br />Schedule a meeting on a day and time that is convenient to participate<br />Attendance<br />
    39. 39. “A nine o’clock start means a nine o’clock start<br />Facilitators, don’t start a minute later<br />If you start on time habitually, people will get the message that they must be punctual as well<br />Don’t repeat things for those that arrive late.<br />No need to penalize the many for the tardiness of an attendee or two<br />Latecomers can pick up what they missed from someone after the meeting, or from the meeting minutes” <br />Start on Time<br />
    40. 40. EXERCISE<br />
    41. 41. How to open the meeting?<br />5 minutes for preparation5 minutes for presentation<br />
    42. 42. Start on time<br />Welcome the group<br />Establish a friendly atmosphere<br />Set the ground rules: when the meeting will end, how each member will be heard, what is expected<br />Communicate the purpose and desired outcomes to all participants<br />Introduce the situation or problem<br />Stay focused on the agenda topics. Do not wander off topic or become distracted<br />Opening the Meeting<br />
    43. 43. Bring everyone up to date<br />Open with an attention getter<br />Show that you value their ideas, opinions and questions<br />Record ideas and notes on a flip chart<br />Assign next steps throughout the meeting. Make all next steps specific assignments<br />Opening the Meeting<br />
    44. 44. How it arose<br />Why it is important<br />Ask how it affects them<br />Point out how they can help<br />Explain the group’s responsibility<br />Introducing the Situation or Problem<br />
    45. 45. Poise<br />Sensitivity<br />Impartiality<br />Tact<br />Sense of Humor<br />Good Judgment<br />Good Listening Skills<br />Handling the Meeting – Leader Qualities<br />
    46. 46. Get everyone participating<br />Promote an open atmosphere<br />Summarize<br />Use transitions<br />Ask questions<br />Test possible solutions<br />Keep the discussion on track<br />Work for consensus<br />Plan for future action<br />Handling the Meeting – How To’s<br />
    47. 47. Establish ground rule to make sure the meeting is effective.<br />Ask Attendees to actively participate, to stay focused and to look for closure on discussion whenever possible. This will help to keep the meeting from getting too long and to keep discussion on topic<br />Time Management<br />
    48. 48. If the allocated time for topic is being consistently exceeded, the chair should ask the group for input as to how to resolve the problem<br />Simply build a plan for the session, step by step, and assign times to each step<br />Time Management<br />
    49. 49. “Take minutes. They don’t have to be extravagant. Keep it simple<br />While it is best to have an experienced minute taker at each meeting, it is typically a luxury, so more often than not, the responsibility falls on the facilitator. It’s not easy for the facilitator to be effective in both roles, but it can be done<br />If it’s Worth Having, It’s Worth Recording<br />
    50. 50. Rotating meeting minute responsibilities among attendees for regularly scheduled meetings can ease the burden on the facilitator”<br />The Minutes should be provided to each participant shortly after the meeting<br />If it’s Worth Having, It’s Worth Recording<br />
    51. 51. Meeting Minutes<br />
    52. 52. “Some (typically manager types), use meetings to show that they are on top of things. They feel absolutely obligated to pipe up to show that they are the boss. Bosses, there is really no need to do this. These attempts to impress typically backfire and actually demonstrate a lack of knowledge. Others use valuable meeting time to try to impress the boss. Try to refrain from doing this as well. The meeting is about getting things done, not about brown-nosing. Offer up your opinions when you think they will truly help accomplish something. Spend the rest of the time listening” <br />No Grandstanding Please!<br />
    53. 53. Review the problem briefly<br />The chair should try to end the meeting on time on a positive note<br />Any action to be taken and assignments resulting from the meeting should be reviewed<br />Indicate time to conclude<br />If there is to be another meeting, the group should agree on the date and time<br />Closing<br />
    54. 54. Summarize the progress made<br />Mail out notes or action lists as appropriate<br />Follow up with any meeting participant who made a commitment<br />Emphasize agreements<br />Inform of developments<br />Thank the group<br />Closing<br />
    55. 55. Conducting an effective business meeting requires the efforts of all parties involved <br />Careful and diligent planning, written agendas, and prompt and focused conduct will help to ensure that the meeting’s goals are met in an effective manner<br />Determining early in the planning process which participants are necessary and keeping meeting size minimal are also important factors in meeting management<br />Conclusion<br />
    56. 56. ROLE PLAY<br />
    57. 57. Lets Call a Formal meeting!<br />Activity time 30 minutes<br />ROLE PLAY<br />
    58. 58. ROLE PLAY<br />Split into 2 Groups<br />Select the topic for meeting e.g. Cost Control, Discipline, New business developments, Monthly Sales Target review etc..<br />Plan,Organise,Manage and close the meeting using effective meeting tools and techniques<br />One Group perform and other group evaluate then Vise Versa<br />
    59. 59.
    60. 60. THE END<br />
    61. 61. THANK YOU<br />