2 management of meetings

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Management of Meetings

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Every day

83 million people

attend

11.5 million meetings

Activity 1

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Activity 2

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Why to Summon a Meeting?

Face to face interaction

Public involvement

and participation

Solve problems by

pooling expertise

Participants are focused on the same

subject

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Types of Meetings

Quick business

meetingsStanding meetings Business meetings

Management Team

meetingsBoard meetings

Team building

meetings

Conference/ Seminar

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Facilitation Skills

Before the meeting

During the meeting

After the meeting

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Before the Meeting

• Plan the meeting

• Make sure you need a meeting

• Ensure appropriate participation at the

meeting

• Distribute and review pre-work prior to the

meeting

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During the Meeting

• Effective meeting facilitation

• Use the pre-work in the meeting

• Involve each participant in actions

• Create an effective meeting follow-

up plan

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After the Meeting

• Measure ROTI

• Publish meeting minutes

• Effective meeting follow-up

• Debrief the meeting process for continuous improvement

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Measure ROTI

Effectiveness of a meeting

Questionnaire

Result

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Example of ROTI

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General Facilitation Skills

Agenda=contract

Encouraging participation

Create and re-create

environment

Increase understanding

Listening and observing

Catalyse decision making

Don’t over invite

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Robert’s Rule of Order

Obtain the floor

Debate cannot begin until the Chair has stated the motion or resolution

Before the motion is stated by the Chair (the question) members may suggest modification of the motion

The "immediately pending question" is the last question stated by the Chair!

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The member moving the "immediately pending question" is entitled to preference to the floor!

No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!

All remarks must be directed to the Chair

The agenda and all committee reports are merely recommendations!

Robert’s Rule of Order

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Time Management

Meeting costs money

Uses work time

Timely task

Follow the agenda

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Etiquettes

Smile and act enthused and engaged

Don’t be a yes man

No check on watch

No mobiles or any gadgets

Do not bring food in the meeting

Come prepared

Stay and say positive

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Troublemakers & Troubleshooters

• At the start of every meeting discuss the ground rules.

• Check the environment.

• Never humiliate the troublemaker.

• Don’t get into an argument.

• Never loose your patience.

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Handling Financial Review Meetings

Use graphics effectively

Be thorough

Avoid the “pitfalls”

Ensure the storyboard is concise and to the point

Running Meetings

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Activity

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Virtual meetings/Video Conferencing

What is a virtual

meeting? Why is it significant?

What are the advantages? What are the

disadvantages?

Videoconferencing Etiquette Videoconferencing

Tips

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Minutes of MeetingMoM

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Taking the MinutesTotal neutrality is essential

Use consistent template (recommended ISO format)

Mention meeting objective(s)

Record announcements made

Record the next steps and actions agreed

Type up the minutes as soon as possible

Proofread the minutes

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MoM - Sample Format

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Thank You