This document discusses effective meetings and provides tips for facilitating meetings. It outlines an agenda and discusses common time wasters like phone calls and drop-in visitors. It also discusses the costs of meetings and why meetings are important. A five-stage process called PIPSR is described for planning and conducting effective meetings, including planning the agenda, informing participants, preparing, structuring the meeting, and summarizing afterwards. The document concludes with emphasizing the importance of uniting, focusing and mobilizing the group.

1. Effective meetingsPresented By: Mahmoud Ghoz

2. AgendaThe problem with meetings.The cost of the meeting.Why Meetings Matter?Five-Stages process for facilitating meetings (PIPSR steps)Last wordFree talk

3. The problem with meetingsResearch on the top 4 timewasters in order of significance:Telephone interruptions

4. The problem with meetingsResearch on the top 4 timewasters in order of significance:Drop-in visitors

5. The problem with meetingsResearch on the top 4 timewasters in order of significance:Meetings

6. The problem with meetingsResearch on the top 4 timewasters in order of significance:Crises

7. The cost of the meetingMultiply the salary of each person by the time spent and arrive at a dollar cost of the meeting. In addition, add the cost of the time of the leader plus the direct costs of the facilities, materials, aids, food, and so forth.

8. Why Meetings Matter?What do you think you attend all these meetings?Can we just replace those meetings with any other mean?Are we just wasting our time?

9. PIPSR stepsPlanEstablish a clear purpose for the meeting.Confirm the necessity of the meeting. Invite the right people.Explain what will be discussed and why.

10. PIPSR stepsInformGive sufficient detailsHave a logical orderAllocate appropriate time slots for each item based on importance, not urgency.

11. PIPSR stepsPrepareYour objectivesYour contributionQuestionsHomeworkActionsAuthorityConsultation

12. PIPSR stepsStructure and controlMaking sure that evidence comes before interpretation and interpretation comes before decisions.Keep the stages separate.Prevent people from jumping to the next stage or going back over old ground.

13. PIPSR stepsTips for beginning the meetingStart on timeSet the tone of the meeting – formal or casual.Introduce new team members or visitorsState the objectives and agendaAssign timekeeping and minutes responsibility.

14. PIPSR stepsTips for conducting the meetingKeep the meeting focused on agenda items.Control interruptions professionally.Remain focused on objectives throughout. If other topics come up not on the agenda, add them to a future agendaGive breaks as needed

15. PIPSR stepsTips for conducting the meetingEncourage participants to ask questions and share opinions.Engage team members that don’t speak a lot.End the meeting on time.

16. PIPSR stepsSummarize and RecordSummarize and record decisions and actions points.Note the name of the person responsible for action items and follow up as needed.Review feedback about the meeting and improve it.Evaluate yourself.Distribute the minutes.

17. Last wordUnite the GroupFocus the GroupMobilize the Group

18. Free Talk?