© 2007 by prentice hall1 supplement c: conducting meetings developing management skills c -
TRANSCRIPT
© 2007 by Prentice Hall 1
Supplement C:
Conducting Meetings
Developing Management Skills
C -
© 2007 by Prentice Hall 2
Learning Objectives
• Implement guidelines for planning and conducting effective meetings
• Enhance the value of meetings attended
C -
© 2007 by Prentice Hall 3
Why Are Meetings Important?
• Time spent in meetings
• Cost for ‘just being there’
• It’s where decisions are made
• Skills can be applied outside of work
C -
© 2007 by Prentice Hall 4
The Five P’s of Effective Meetings
Purpose
Participants
Plans
Participation
Perspective
C -
© 2007 by Prentice Hall 5
Purpose
Meetings serve three functions,
1. To make announcements
2. To make decisions
3. To brainstorm
C -
© 2007 by Prentice Hall 6
Calling a Meeting
Meetings should be called for,
• Information sharing
• Commitment building
• Information dissemination and feedback
• Problem solving
C -
© 2007 by Prentice Hall 7
Participants
Consider three factors,1. Size of group
– Too many or too few people can hurt the group
2. Composition– Homogeneity vs.
Heterogeneity– Competition vs. Cooperation– Task vs. Process
C -
© 2007 by Prentice Hall 8
Participants (con’t)
3. Skills sets– Problem-knowers– Solution providers– Resource allocators– Decision makers looking for
work
C -
© 2007 by Prentice Hall 9
Planning
Rules for planning meetings,
• The rule of halves
• The rule of sixths
• The report rule
• The rule of three-fourths
• The rule of thirds
C -
© 2007 by Prentice Hall 10
Rules for Planning (con’t)
• Executive summary rule
• The agenda bell rule
• The agenda integrity rule
• The temporal integrity rule
• The minutes rule
C -
© 2007 by Prentice Hall 11
Participation
The process used to involve members, including the following,
• Provide introductions• Establish ground rules• Establish decision rules
– The extensive rule, the intensive rule, the involvement rule, the expert rule, and the power rule.
C -
© 2007 by Prentice Hall 12
Participation (con’t)
More on the process of participation,
• Use a variety of media
• Encourage and establish participation
• Summarize
C -
© 2007 by Prentice Hall 13
Perspective
Directs us to view the meeting from a distance
KSS Method: finding what to ‘Keep,’ ‘Stop,’ and ‘Start’ to improve meetings
C -
© 2007 by Prentice Hall 14
Suggestions for Group Members
1. Determine if you need to attend
2. Prepare
3. Be on time
4. Ask for clarification
5. Be precise when giving information
C -
© 2007 by Prentice Hall 15
Suggestions for Group Members (con’t)
6. Listen7. Be supportive of others8. Assure equitable participation9. Make disagreements principle
based10.Act and react in a way to enhance
group performance
C -