Effective meeting skills resentation


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Effective meeting skills resentation

  1. 1. Effective Meeting Skills Dr.Salma Kanani MBBS,MPH,FSMSB
  2. 2. Effective Meeting Skills <ul><li>Manage time and get results </li></ul><ul><li>Spend less time in meetings </li></ul><ul><li>Facilitate meetings </li></ul><ul><li>Participate in meetings </li></ul><ul><li>Prepare and use the most important tool in a meeting - an agenda </li></ul>
  3. 3. Effective Meeting Skills <ul><li>Decide the best times to meet </li></ul><ul><li>Recognize and deal with problems during meetings </li></ul><ul><li>Evaluate the effectiveness of meetings </li></ul><ul><li>Follow up on decisions </li></ul><ul><li>Set ground rules for success </li></ul>
  4. 4. Effective Meeting Skills <ul><li>The six tips for planning a meeting </li></ul><ul><li>Don't Meet </li></ul><ul><li>Avoid a meeting if the same information could be covered in a memo, e-mail or brief report . </li></ul><ul><li>Set Objectives for the Meeting </li></ul><ul><li>Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be. </li></ul>
  5. 5. The six tips <ul><li>Provide an Agenda Beforehand. Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting. </li></ul>
  6. 6. The six tips <ul><li>Assign Meeting Preparation. Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member. </li></ul>
  7. 7. The six tips <ul><li>Assign Action Items. Don't finish any discussion in the meeting without deciding how to act on it. </li></ul><ul><li>Examine Your Meeting Process. Don't leave the meeting without assessing what took place and making a plan to improve the next meeting. </li></ul>
  8. 8. How to develop a comprehensive agenda <ul><li>Title Of The Meeting </li></ul><ul><li>Objectives Attendees Date, Time And Duration Location What To Bring P resenter </li></ul><ul><li>Topic </li></ul><ul><li>Allocated Time To Each Participant </li></ul>
  9. 9. Different Types Of Meetings <ul><li>Problem-Solving Meeting Objective: To discuss an issue or conflict and decide how to solve it. </li></ul><ul><li>1. Identify the Problem 2. Determine the causes 3. Generate possible solutions 4. Evaluate the proposed solution 5. Choose the best solution </li></ul>
  10. 10. Different Types Of Meetings <ul><li>B. Informational Meeting Objective: To give or receive information about a specific idea or important matters concerning the attendees. </li></ul>
  11. 11. Different Types Of Meetings <ul><li>C. Brainstorming Meeting Objective: To produce new ideas about a specific topic. </li></ul><ul><li>Before the meeting, participants should be told the objective of the session as well as their role in the brainstorming session. </li></ul>
  12. 12. Brainstorming Meeting <ul><li>Background information, if available, should also be distributed to participants prior to the session. </li></ul><ul><li>The atmosphere of the meeting should be loose and informal. </li></ul>
  13. 13. Brainstorming Meeting-cont <ul><li>Make sure that no idea is ruled out because it's too wild. </li></ul><ul><li>Try to avoid judging ideas. </li></ul><ul><li>A facilitator should be appointed to control the flow of information and record ideas as they develop. </li></ul>
  14. 14. Time Management <ul><li>Tips for starting and finishing on time </li></ul><ul><li>If You're the Meeting Organizer </li></ul><ul><li>state that the meeting will begin promptly at the scheduled time and that all participants should be on time </li></ul><ul><li>send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time </li></ul>
  15. 15. Time Management <ul><li>ensure that you begin the meeting at the scheduled time. </li></ul><ul><ul><li>close the meeting room doors at the scheduled time. </li></ul></ul><ul><li>if your meeting starts a little late, you should still finish the meeting at the scheduled time. </li></ul>
  16. 16. Time Management <ul><li>If You're the Attendee: </li></ul><ul><li>quickly review the agenda before heading to the meeting. </li></ul><ul><li>  make your way to the meeting ten minutes before it actually begins. </li></ul>
  17. 17. Time Management <ul><li>Consider speaking up if the meeting organizer shows up late. </li></ul><ul><li>  Try to ask only relevant questions during the meeting. </li></ul><ul><li>Leave the meeting when it was scheduled to end. </li></ul>
  18. 18. Tips for improving meetings <ul><li>Meeting evaluation </li></ul><ul><li>Providing feedback and follow up on decisions. </li></ul><ul><li>Problem solving and facing difficult situations. </li></ul>
  19. 19. Evaluation <ul><li>Ask attendees to fill out anonymous paper surveys after the event or at certain points throughout the event. </li></ul><ul><li>Create positive and negative feedback </li></ul><ul><li>Ask the planning and management team to check if the goals of the </li></ul><ul><li>meeting are met. </li></ul>
  20. 20. Ground rules to carry successful meetings <ul><li>Attendance </li></ul><ul><li>Promptness </li></ul><ul><li>Participation </li></ul><ul><li>Responsibility </li></ul>
  21. 21. <ul><li>Thanks for your time </li></ul>