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7.3 death by meeting lecture slides complete notes
- 1. Death by Meeting Lecture7.3 University of Alberta ALES 204 Nancy Bray 1
- 2. Housekeeping Assignment #2 Questions Labsnext week: bring a copy of your fact sheet for peer review Guest lecture on Monday - no PowerPoint! Practice speeches - start week of March 11 Second half of ALES 204 2
- 3. Lecture Outline 1. Howto write a business letter 2. What are meetings? 3. How do meetings work? 4. How can you make meetings better 3
- 4. 1. How towrite a business letter 4
- 5. Date Recipient address Salutation Body Closing Signature block Enclosure 5
- 6. 2. What aremeetings? 6
- 7.
- 8. Boring lectures will be replaced with boring meetings 8
- 9. 11 million meetings/dayin the U.S. 62 meetings/months for average professionals 37% of employee time spent in meetings professionals estimate 50% of meetings are a waste of time 31 hours a month lost to unproductive meetings 9
- 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. 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. A meeting is: A group of people thinking purposefully together to Exchange and evaluate information Solve problems Resolve conflicts Inspire 12
- 13. Why meet? In-person discussioncould help Read non-verbal behaviour Fair decision-making is difficult on e-mail 13
- 14. Types of meetings Informal Formal • Spontaneous • Planned • Conversation • Legal consequences • “Water Cooler” 14
- 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. 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. Robert’s Rules of Order Usedby 85% of organizations in 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. 3. How domeetings work? 18
- 19. The main characters The Chair TheAdministrator (secretary, minute-taker) Meeting participants 19
- 20. The Chair should: Communicate thepurpose of the meeting Direct the conversation during the meeting and make sure that timing is respected Give the group a sense of security 20
- 21. Chair must decide S- Situation(time/place) P- Purpose (goals) A- Audience (who) M- Method (way to accomplish goal) 21
- 22. The Agenda The Chairis responsible for setting the agenda (written program) Agenda set in advance Chair gets agenda items from meeting participants Sends out agenda before meeting 22
- 23. Agenda should include Time/Venue Whowill not be able to attend (absences/regrets) Minutes of previous meeting Matters arising from previous meeting Other items to discuss Reports from sub-committees Guest speakers Date/venue for next meeting 23
- 24. Date and time Agenda items Follow up Discussion items New business Next meeting 24
- 25. Tips: Most difficultitems should be placed in the middle third of the meeting No longer than 90 minutes Allocate time for each item 25
- 26. Opening the meeting Starton time State purpose of the meeting Make introductions Announce procedures and timings Discuss one item at a time Finish on time 26
- 27. Managing the meeting Divertingtangents “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. Managing the meeting Gettingto 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. Managing the meeting Aimfor consensus Make a note of open items Summarize the action items at the end of the meeting 29
- 30. Example A meeting turnsinto chaos because of a poor chair https://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre 30
- 31. The Administrator Assists thechair in planning the meeting Takes care of the logistics for a meeting (i.e., room, time, food) Takes minutes during the meeting 31
- 32. Title Attendees ActionItems Next meeting 32
- 33. Title Chair Meeting agenda Discussion items Summary of discussion 33
- 34. List of minuteelements 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. How to take minutes Takingminutes https://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu 35
- 36. The Participants Drama Queen The Grouch / Silent One One-Track Mind Peter PowerPoint 36
- 37. Drama Queen Interrupts Brings upthe worst-case scenario Self-appointed spokesperson 37
- 38. How to handlethe drama queen Re-focus to the topic at hand Focus the attention on someone who does not speak as often 38
- 39. The Grouch Crossed arms Eyesrolling No comments 39
- 40. How to deal withthe grouch Call on this person Ask if they have a different opinion 40
- 41. One-track mind Wants tobe acknowledged Says, “But let’s remember...” 41
- 42. How to handle one-trackmind Acknowledge the importance of the issue Summarize the steps to resolve the issue Keep to the agenda 42
- 43. Peter PowerPoint Reads fromhis long-winded PowerPoint slides word for word 43
- 44. How to handlePeter PowerPoint Set limits on PowerPoint (number of words on slide) Don’t allow PowerPoint at all 44
- 45. Can meetings getbetter? 45
- 46. Why meetings fail Themeeting is unnecessary The meeting is held for the wrong reason The objective of the meeting is unclear Lack of preparation The wrong people are there Lack of proper control Poor environment Poor timing 46
- 47. Remember Every meeting isunique A meeting’s success judged by the actions which result Managing the meeting is everyone’s responsibility 47
- 48. Shake things up Ifa meeting isn’t necessary, don’t have one. Try different and “new” types of meetings Look for and provoke sources of legitimate conflict Take notes 48
- 49. Take away Meetings areimportant form of communication Don’t waste participants’ time Know your role Take responsibility for the productivity of the meeting no matter which role you play 49