Meeting Basics


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The things which should be taken care while arranging or attending a meeting

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Meeting Basics

  1. 1. MEETING BASICS- Sunil Singh Rana, Station Head, Surat
  2. 3. Objective of Presentation <ul><li>To enhance our productivity by effectively utilizing time by following few MEETING BASICS </li></ul>
  3. 4. Presentation Flow <ul><li>Why do we conduct meetings </li></ul><ul><li>Why People Hate meetings </li></ul><ul><li>Critical Question – To meet or Not? </li></ul><ul><li>Six Tips for more effective meetings </li></ul><ul><li>10 Commandants of meeting </li></ul><ul><li>How to spend less time in meetings </li></ul>
  4. 5. Why do we conduct Meetings <ul><li>Reach out at same time </li></ul><ul><li>To break long mail trails </li></ul><ul><li>Verbal communication is faster than writing memo </li></ul><ul><li>Conclude / Action Planning </li></ul>
  5. 6. Why People hate meetings <ul><li>meetings are longer, less efficient and generate fewer results </li></ul><ul><li>more meetings are needed to accomplish objectives </li></ul><ul><li>with so much time spent in ineffective meetings, employees have less time to get their own work done </li></ul><ul><li>ineffective meetings create frustration at all staff levels </li></ul><ul><li>information generated in unproductive meetings usually isn't managed properly </li></ul><ul><li>inefficient meetings cost organizations money each year in otherwise productive employee work time </li></ul>
  6. 7. Critical Question <ul><li>Has a goal being set for the meeting? </li></ul><ul><li>Has an agenda being created ahead of time? </li></ul><ul><li>Will the appropriate people be attending? </li></ul><ul><li>Could the information be covered in a e-mail or memo? </li></ul>
  7. 8. 6 Tips for Effective Meeting <ul><li>Don’t Meet </li></ul><ul><li>Set objectives for the meeting </li></ul><ul><li>Provide an agenda beforehand </li></ul><ul><li>Assign meeting preparation </li></ul><ul><li>Assign action items </li></ul><ul><li>Examine your meeting process </li></ul>
  8. 9. 10 Commandant of Effective Meeting
  9. 10. 10 Commandants of Effective Meeting <ul><li>Thou shalt know what time it is? </li></ul><ul><li>Respect for others’ commitment </li></ul><ul><li>Inform time to all </li></ul><ul><li>Do not overrun the start time </li></ul><ul><li>The run time and other timelines should be informed </li></ul><ul><li>Thou shalt not forget the main reason for meetings </li></ul><ul><li>Business Meetings have 3 primary purpose: Communicating, Administrating and Deciding </li></ul><ul><li>See if the called person are part to the reason for meetings </li></ul><ul><li>Check if your meetings are heading towards the reason </li></ul>
  10. 11. 10 Commandants of Effective Meeting <ul><li>Golden Rule of Meetings: Praise in Public, Criticize in Private </li></ul><ul><li>Focus on matter and not on individual </li></ul><ul><li>Do not use meetings to downgrade any individual </li></ul><ul><li>Work out for solution, rather than finding a scapegoat </li></ul><ul><li>Thou Shalt Not Convene Meetings Outside of Normal Business Hours </li></ul><ul><li>Commandants not valid at the time of emergencies </li></ul><ul><li>Don’t try to show-off your workaholics by arranging meetings after office hours or on weekends. Let People have life balance </li></ul>
  11. 12. 10 Commandants of Effective Meeting <ul><li>Thou shalt not use group pressure to logroll conclusions </li></ul><ul><li>Decision to be taken on consensus with pros and cons </li></ul><ul><li>The meeting members should display openness of ideas and respect other ideas </li></ul><ul><li>Thou shalt not use meetings to destroy others' reputation </li></ul><ul><li>Resist the temptation to find problems with others during meetings </li></ul><ul><li>You may be at the receiving end some-day </li></ul>
  12. 13. 10 Commandants of Effective Meeting <ul><li>Thou Shalt keep the personal and the corporate distinct </li></ul><ul><li>There is nothing wrong in having friends at work, but meetings are not for social calls </li></ul><ul><li>Be professional to the matter discussed rather than relationship </li></ul><ul><li>Thou Shalt remember that the best model for meetings is democracy, not monarchy </li></ul><ul><li>Meetings are not the place to market yourself and your knowledge </li></ul><ul><li>Do not impose your decisions at others without opinion </li></ul><ul><li>Encourage people to speak up (for the organization's benefit) </li></ul>
  13. 14. 10 Commandants of Effective Meeting <ul><li>Thou shalt always prepare a clear agenda and circulate it beforehand </li></ul><ul><li>People should know why they are in meeting and what is expected of them </li></ul><ul><li>Give time to others to prepare and hence contribute </li></ul><ul><li>Circulate the minutes of meeting and the action point to all </li></ul><ul><li>Thou shalt terminate a regularly scheduled meeting when its purpose for being no longer exists </li></ul><ul><li>If you can no longer clearly state the reason for having a regular meeting, it's time to kill it. </li></ul>
  14. 15. Thank You