7.3 death by meeting lecture slides complete notes


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7.3 death by meeting lecture slides complete notes

  1. 1. Death by MeetingLecture 7.3University of AlbertaALES 204Nancy Bray 1
  2. 2. HousekeepingAssignment #2 QuestionsLabs next week: bring a copy of your fact sheet for peer reviewGuest lecture on Monday - no PowerPoint!Practice speeches - start week of March 11Second half of ALES 204 2
  3. 3. Lecture Outline1. How to write a business letter2. What are meetings?3. How do meetings work?4. How can you make meetings better 3
  4. 4. 1. How to write a business letter 4
  5. 5. DateRecipient address Salutation Body Closing Signature block Enclosure 5
  6. 6. 2. What are meetings? 6
  7. 7. The bad news... 7
  8. 8. Boring lectures will be replaced with boring meetings 8
  9. 9. 11 million meetings/day in the U.S.62 meetings/months for averageprofessionals37% of employee time spent in meetingsprofessionals estimate 50% of meetings are awaste of time31 hours a month lost to unproductivemeetings 9
  10. 10. Professionals admit to... Daydreaming (91%) Missing meetings (96%) Missing parts of meetings (95%) Bringing other work to meetings (73%) Falling asleep (39%) 10
  11. 11. Professionals complain that... They don’t know why they were invited The presenter reads from the PowerPoint slides. Meetings last too long The flow of the meeting is disturbed by technology No problems are ever solved Employees are told what is wrong, but no chance to input 11
  12. 12. A meeting is: A group of people thinking purposefully together to Exchange and evaluate information Solve problems Resolve conflicts Inspire 12
  13. 13. Why meet?In-person discussion couldhelpRead non-verbal behaviourFair decision-making isdifficult on e-mail 13
  14. 14. Types of meetings Informal Formal• Spontaneous • Planned• Conversation • Legal consequences• “Water Cooler” 14
  15. 15. Types of meeting Less formal More formal • Water cooler • Annual Planning • Stand ups • Shareholder’s • Daily or weekly meeting updates • Board meeting • Monthly planning • Parliamentary meeting 15
  16. 16. Rules of order Increased use of formal meeting procedures (rules of order) Informal Formal Robert’s Rules of Order Parliamentary Rules of Order 16
  17. 17. Robert’s Rulesof OrderUsed by 85% of organizationsin the U.S.Rules determine: who can speak what type of motions can be put forward how many people are needed to make a decision the process to make decisions 17
  18. 18. 3. How do meetings work? 18
  19. 19. The maincharactersThe ChairThe Administrator (secretary,minute-taker)Meeting participants 19
  20. 20. The Chairshould:Communicate the purpose ofthe meetingDirect the conversation duringthe meeting and make sure thattiming is respectedGive the group a sense ofsecurity 20
  21. 21. Chair mustdecideS- Situation (time/place)P- Purpose (goals)A- Audience (who)M- Method (way to accomplishgoal) 21
  22. 22. The AgendaThe Chair is responsible forsetting the agenda (writtenprogram)Agenda set in advanceChair gets agenda items frommeeting participantsSends out agenda beforemeeting 22
  23. 23. Agenda should includeTime/VenueWho will not be able to attend (absences/regrets)Minutes of previous meetingMatters arising from previous meetingOther items to discussReports from sub-committeesGuest speakersDate/venue for next meeting 23
  24. 24. Date and time Agenda items Follow upDiscussion items New business Next meeting 24
  25. 25. Tips: Most difficult items should be placed in the middle third of the meeting No longer than 90 minutes Allocate time for each item 25
  26. 26. Opening the meetingStart on timeState purpose of the meetingMake introductionsAnnounce procedures and timingsDiscuss one item at a timeFinish on time 26
  27. 27. Managing the meetingDiverting tangents “That’s an interesting idea, but I don’t think we’re advancing our goals.” “We’re talking about a new topic- do we want to swap out an agenda item to continue discussing it?” 27
  28. 28. Managing the meetingGetting to the right input: Manage dominant personalities Give credit for ideas Manage quiet members Don’t dismiss ideas or take sides Look out for disparaging comments When questions are asked of you- turn it back to the group 28
  29. 29. Managing the meetingAim for consensusMake a note of open itemsSummarize the action items at the end of the meeting 29
  30. 30. ExampleA meeting turns into chaos because of a poor chairhttps://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre 30
  31. 31. TheAdministrator Assists the chair in planning the meeting Takes care of the logistics for a meeting (i.e., room, time, food) Takes minutes during the meeting 31
  32. 32. Title AttendeesAction ItemsNext meeting 32
  33. 33. Title ChairMeeting agendaDiscussion items Summary of discussion 33
  34. 34. List of minute elements Title of Group / project Date / location / time Present: List all those present. Apologizes: List all those who gave apologizes. Review of minutes from last meeting. Include date and time that minutes were accepted Discussion items Action items Other business items Date, time, chair of next meeting 34
  35. 35. How to takeminutesTaking minuteshttps://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu 35
  36. 36. TheParticipants Drama Queen The Grouch / Silent One One-Track Mind Peter PowerPoint 36
  37. 37. Drama QueenInterruptsBrings up the worst-casescenarioSelf-appointed spokesperson 37
  38. 38. How to handle thedrama queen Re-focus to the topic at hand Focus the attention on someone who does not speak as often 38
  39. 39. The GrouchCrossed armsEyes rollingNo comments 39
  40. 40. How to dealwith the grouch Call on this person Ask if they have a different opinion 40
  41. 41. One-track mindWants to be acknowledgedSays, “But let’s remember...” 41
  42. 42. How to handleone-track mindAcknowledge the importanceof the issueSummarize the steps to resolvethe issueKeep to the agenda 42
  43. 43. Peter PowerPointReads from his long-winded PowerPoint slides word for word 43
  44. 44. How to handle PeterPowerPoint Set limits on PowerPoint (number of words on slide) Don’t allow PowerPoint at all 44
  45. 45. Can meetings get better? 45
  46. 46. Why meetings failThe meeting is unnecessaryThe meeting is held for the wrong reasonThe objective of the meeting is unclearLack of preparationThe wrong people are thereLack of proper controlPoor environmentPoor timing 46
  47. 47. RememberEvery meeting is uniqueA meeting’s success judged by the actions which resultManaging the meeting is everyone’s responsibility 47
  48. 48. Shake things upIf a meeting isn’t necessary, don’t have one.Try different and “new” types of meetingsLook for and provoke sources of legitimate conflictTake notes 48
  49. 49. Take awayMeetings are important form ofcommunicationDon’t waste participants’ timeKnow your roleTake responsibility for theproductivity of the meeting nomatter which role you play 49