Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
Death by MeetingLecture 7.1University of AlbertaALES 204Nancy Bray                        1
HousekeepingAssignment #2 QuestionsLabs next week: bring a copy of your fact sheet for peer reviewGuest lecture on Monday ...
Lecture Outline1. How to write a business letter2. What are meetings?3. How do meetings work?4. How can you make meetings ...
1. How to write a business letter                                    4
5
2. What are meetings?                        6
11 million meetings/day in the U.S.62 meetings/months for averageprofessionals37% of employee time spent in meetingsprofes...
Professionals admit to...                            8
Professionals complain that... They don’t know why they were invited The presenter reads from the PowerPoint slides. Meeti...
A meeting is:                10
Why meet?            11
Types of meetingsInformal            Formal                             12
Types of meeting       Less formal   More formal                                   13
Rules of order       Increased use of formal meeting procedures (rules of order) Informal                                 ...
Robert’s Rulesof Order                 15
How do meetings work?                        16
The maincharacters             17
The Chairshould:            18
Chair mustdecideS-P-A-M-             19
The Agenda             20
Agenda should includeTime/VenueWho will not be able to attend (absences/regrets)Minutes of previous meetingMatters arising...
22
Tips: Most difficult items should be placed in the middle third of the meeting No longer than 90 minutes Allocate time for...
Opening the meeting                      24
Managing the meetingDiverting tangents  “That’s an interesting idea, but I don’t think we’re advancing our  goals.”  “We’r...
Managing the meetingGetting to the right input:  Manage dominant personalities  Give credit for ideas  Manage quiet member...
Managing the meetingAim for consensusMake a note of open itemsSummarize the action items at the end of the meeting        ...
ExampleA meeting turns into chaos because of a poor chairhttps://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre        ...
TheAdministrator                29
30
31
List of minute elements Title of Group / project Date / location / time Present: List all those present. Apologizes: List ...
How to takeminutesTaking minuteshttps://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu                                ...
TheParticipants Drama Queen The Grouch / Silent One One-Track Mind Peter PowerPoint                           34
Drama Queen              35
How to handle thedrama queen                    36
The Grouch             37
How to dealwith the grouch                  38
One-track mind                 39
How to handleone-track mind                 40
Peter PowerPointReads from his long-winded PowerPoint slides word for word                                                ...
How to handle PeterPowerPoint                      42
Can meetings get better?                           43
Why meetings failThe meeting is unnecessaryThe meeting is held for the wrong reasonThe objective of the meeting is unclear...
RememberEvery meeting is uniqueA meeting’s success judged by the actions which resultManaging the meeting is everyone’s re...
Shake things upIf a meeting isn’t necessary, don’t have one.Try different and “new” types of meetingsLook for and provoke ...
Take awayMeetings are important form ofcommunicationDon’t waste participants’ timeKnow your roleTake responsibility for th...
Upcoming SlideShare
Loading in …5
×

7.3 death by meeting lecture slides student notes

527 views

Published on

  • Be the first to comment

  • Be the first to like this

7.3 death by meeting lecture slides student notes

  1. 1. Death by MeetingLecture 7.1University 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 11 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. 5
  6. 6. 2. What are meetings? 6
  7. 7. 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 7
  8. 8. Professionals admit to... 8
  9. 9. 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 9
  10. 10. A meeting is: 10
  11. 11. Why meet? 11
  12. 12. Types of meetingsInformal Formal 12
  13. 13. Types of meeting Less formal More formal 13
  14. 14. Rules of order Increased use of formal meeting procedures (rules of order) Informal Formal 14
  15. 15. Robert’s Rulesof Order 15
  16. 16. How do meetings work? 16
  17. 17. The maincharacters 17
  18. 18. The Chairshould: 18
  19. 19. Chair mustdecideS-P-A-M- 19
  20. 20. The Agenda 20
  21. 21. 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 21
  22. 22. 22
  23. 23. Tips: Most difficult items should be placed in the middle third of the meeting No longer than 90 minutes Allocate time for each item 23
  24. 24. Opening the meeting 24
  25. 25. 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?” 25
  26. 26. 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 26
  27. 27. Managing the meetingAim for consensusMake a note of open itemsSummarize the action items at the end of the meeting 27
  28. 28. ExampleA meeting turns into chaos because of a poor chairhttps://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre 28
  29. 29. TheAdministrator 29
  30. 30. 30
  31. 31. 31
  32. 32. 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 32
  33. 33. How to takeminutesTaking minuteshttps://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu 33
  34. 34. TheParticipants Drama Queen The Grouch / Silent One One-Track Mind Peter PowerPoint 34
  35. 35. Drama Queen 35
  36. 36. How to handle thedrama queen 36
  37. 37. The Grouch 37
  38. 38. How to dealwith the grouch 38
  39. 39. One-track mind 39
  40. 40. How to handleone-track mind 40
  41. 41. Peter PowerPointReads from his long-winded PowerPoint slides word for word 41
  42. 42. How to handle PeterPowerPoint 42
  43. 43. Can meetings get better? 43
  44. 44. 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 44
  45. 45. RememberEvery meeting is uniqueA meeting’s success judged by the actions which resultManaging the meeting is everyone’s responsibility 45
  46. 46. 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 46
  47. 47. Take awayMeetings are important form ofcommunicationDon’t waste participants’ timeKnow your roleTake responsibility for theproductivity of the meeting nomatter which role you play 47

×