This document discusses how to conduct effective meetings. It begins by defining what a meeting is and explaining that most meetings are unproductive, with people daydreaming or being distracted. It then outlines the costs of unproductive meetings, in both direct financial costs and lost productivity. The document proposes a framework for effective meetings that includes planning the meeting, conducting it, and following up afterwards. Key aspects of planning include defining the purpose and participants, and creating an agenda. Conducting effectively involves outlining goals, managing discussion, and reaching closure. Follow up requires distributing minutes, ensuring commitments are met, and planning future steps. The document also provides etiquette tips for participating in meetings productively.

1. The Art of Conducting Effective Meetings
Sabbir Chowdhury
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2. Definition of Meeting
A meeting is a gathering of people to :
• Present or exchange information
• Plan joint activities
• Make decisions
• Carry out actions already agreed upon
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3. 3
How effective are normal Meetings ??
9 out of 10
People daydreamin meeting
50%
of people find meetings
to be unproductive
25%
Of meetings are spent
discussing irrelevantissues
73%
Employeesdo
other works in meetings

4. 4
Costs of unproductive Meetings
$37 B $75 M $1 k
Estimated waste in the USA
$37billion a year
A fortune 50 company
estimates losses in excess of
$75 million a year
Due to poor meetings
A meeting between several managers
or excecs may cost upwards of
$1000 per hour
In salary cost alone

5. Where do meetings go wrong??
1. No clear Agenda
2. Key stakeholders are missing
3. Decisions and ideas are not documented

6. 6
Where do meetings go wrong??
6. Distractions and interruptions
4. No facilitator/Leader
5. No timeline
7. Failure to follow-up

7. 7
Framework : Effective meeting
Plan
Conduct
Follow
up
10
Mon

8. 8
1. Define purpose & participants
2. Build the agenda & invite participants
Framework : Explained
Planning

9. 9
1. Define purpose & participants
 Why do we need this meeting?
 What are the primary issues that need to be discussed?
 What needs to be accomplished in this meeting and why?
 Mention Meeting place and Time
 Identify participants
Framework : Explained
Planning

10. 10
2. Build the agenda & invite participants
 Prepare an agenda that outlines the topics to be discussed
 Prepare the task list for the group.
 Plan agenda according to planned time
 Invite relevant stakeholders
Framework : Explained
Planning

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1. Outline goals, process and expectations
2. Manage discussion and assess progress
3. Reach closure and share feedback
Framework : Explained
Conduct

12. 12
Framework : Explained
Conduct
1. Outline goals, process and expectations
 Get everyone on the same page, clarifying –
• Why they’re present
• Their deliverables
• How the process will go,
• How long it will take and
• What the outcomes and next steps will be
 Outline the goals for the meeting.

13. 13
Framework : Explained
Conduct
2. Manage discussion and assess progress
 Keep the discussion under control
 Focus on deliverables and agenda
 Keep critical decision makers and stakeholders engaged
 Focus on time

14. 14
Framework : Explained
Conduct
3. Reach closure and share feedback
 Before closure, review the points discussed
 Setting expectations about next actions
 Have each attendee evaluate the meeting to incorporate everything

15. 15
1. Distribute Meeting minutes
2. Follow-up to ensure commitments are met
3. Plan the next phase of the process
Framework : Explained
Follow-up

16. 16
Framework : Explained
Follow-up
1. Distribute meeting minutes
 Distribute meeting minutes with action items seeking the following
answers
o Action plan
o Responsible party
o Deadline

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Framework : Explained
Follow-up
2. Follow-up to ensure commitments are met
 Follow-up pending issues as per Meeting minutes
 Update the minutes when issues are solved
 Keep track until closure of all the items

18. 18
Framework : Explained
Follow-up
3. Plan the next phase of the process
 Arrange additional meeting if further required

19. 19
Meeting Etiquettes
Simply a means of maximizing your business
potential by presenting yourself favorably.
Proper etiquettes encourage :
Trust
Comfort
Attentiveness
Clear communication

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Meeting Etiquettes
GOLDEN RULE :
Treat others as you would like to be treated
PLATINUM RULE:
Treat others as they would like to be treated

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Meeting Etiquettes
4. Avoid unnecessary interruption
2. Respond to meeting request
1. Arrive early
3. Come prepared

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Meeting Etiquettes
8. Pay attention
6. Speak in turns
5. Abstain from using electronic devices
7. Keep questions brief & aligned with goal

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Meeting Etiquettes
10. Attend the entire meeting
9. Be patient and calm
11. Respond to action items

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Thank You