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Held in every organization, as per requirements
Include board meetings, training sessions, goal-oriented
meetings, etc
Have become increasingly complex over the years!
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WHARTON CENTRE FOR APPLIED RESEARCH
Published findings in The Wall Street Journal
Average CEO spends 17 hours/week in meetings
Senior executives spend avg. 23 hours/week
Middle managers spend 11 hours/ week
Senior and middle managers reported that only 56% of themeetings were productive.
They added that a phone call or memo could have replaced 25%
of the meetings they attended!
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To move group actions forward
Present information
Review, evaluate, discuss & decide
Social reasons (orientations, goal visioning, communication,motivational, etc)
Types
HurdlesInformation
sharingProblemsolving
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Plan for both- meeting content and meeting process
1. BE SPECIFIC
Objective Outcome
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2. CREATE AN AGENDA
Things to bediscussed
Prioritize agendaitems
Time framefor each
item
Assign realisticamounts of timeto each agenda
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3. PREPARE IN ADVANCE
Benefit 1
Smooth conduction ofmeeting
Benefit 2
Time wastage elimination
Benefit 3
Productivity enhancement
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1. Who should participate?
Whose inputs are required? Who is needed to decide?
Whose consent is required to move forward?
2. What should be the process?
Clarify who will lead the meeting Will the leader also act as facilitator?
Decide the appropriate format of meeting as per requirement
(participative or directive)
3. Roles in a meeting? Facilitator
Recorder
Leader
Participants
Timekeeper (opt.)
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4. Pre and post Meeting Communication
Pre Meeting
Agenda
Participants
Time and Place
Preparation ofmaterials
List of audio/visualequipmentavailable topresenters
Requests for anyspecial needs
During Meeting
Record
Decisions
Action items
Open issues
Post Meeting
Post or mailminutes of meetingto all
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Starting time
Opening Remarks
Getting down to business
Participation (balanced??)
Agenda
Closing
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1. TO MEET OR NOT TO MEET
Has a goal been set?
Has an agenda been created ahead of time?
Will the appropriate people be attending?
Can the information be covered in an emailor memo?
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Control
Conduct
yourself
Stand whileothers sit
Take the headof the tablechair
Collaborative
Ask a team
member toconduct
Sit with others
Sit on eitherside of the table
2. NON VERBAL COMMUNICATION
Transmit neutral and appropriate body language
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3. REACHING RAPID CONSENSUS
Break the myth
Indicate moving forward and doing it
together
Integrating other departments of the
organization
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Online surveys
Feedback forms
Efficiency of task allotted as a result of meeting
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Most integral part of an effective meeting process
Record every detail- details of discussions, who said what,
final decision
Tip: Carry the agenda along with you
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Understand the type of information you need to record at the meeting.
Meeting minutes usually include the following:
Date and time of the meetingNames of the meeting participants and those unable to attend (e.g.,
regrets)
Acceptance or corrections/amendments to previous meeting minutes
Decisions made about each agenda item, for example:
Actions taken or agreed to be taken
Next steps
Voting outcomes e.g., (if necessary, details regarding who made
motions; who seconded and approved or via show of hands, etc.)
Motions taken or rejected
Items to be held over
New business
Next meeting date and time
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Create an outline
Check-off attendees as they enter the room
Record decisions or notes on action items in your outline as soon as they
occur to be sure they are recorded accurately
Ask for clarification if necessaryfor example, if the group moves on
without making a decision or an obvious conclusion, ask for clarification of the
decision and/or next steps involved.
Dont try to capture it all
Record itliterally, if you are concerned about being able to keep up with
note taking, consider recording the meeting (e.g., on your smart phone, iPad,
recording device, etc.)
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Minutes need headings so that readers can skim for the information
they need. Your template may include these:
1. Topics_________________
2. Decisions______________
a.
b.c.
3. Actions Agreed Upon
a. Person responsible
b. Deadline
4. Next Meeting
-Date and Time________________-Location______________
-Agenda items_____________
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Write the minutes as soon as the meeting is over
Review your outline
Check to ensure all decisions, actions and motions are clearly
noted.
include a short statement of each action taken by the board
and a brief explanation of the rationale for the decision
when there is extensive deliberation before passing a
motion, summarize the major arguments
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Edit to ensure brevity and clarity, so the minutes are easy to
read
Be objective.
Write in the same tense throughout
Avoid using peoples names except for motions or seconds.
This is a business document, not about who said what.
Avoid inflammatory or personal observations. The fewer
adjectives or adverbs you use, the better.
If you need to refer to other documents, attach them in an
appendix or indicate where they may be found. Dont rewrite
their intent or try to summarize them.
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Do write minutes soon after the meeting--preferably within 48
hours.
Do use positive language. Rather than describing the discussion
as heatedorangry, usepassionate, lively, orenergetic--all of which are
just as true as the negative words.
Don't skip writing minutes just because everyone attended the
meeting
Don't describe all the "he said, she said" details (Record topics
discussed, decisions made, and action items)
Don't include any information that will embarrass anyone (for
example, "Then Terry left the room in tears").
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Campus Overview
907/A Uvarshad,
Gandhinagar
Highway, Ahmedabad
382422.
Ahmedabad Kolkata
Infinity Benchmark, 10th
Floor, Plot G1,
Block EP & GP,
Sector V, Salt-Lake,
Kolkata 700091.
Mumbai
Goldline Business Centre
Linkway Estate,
Next to Chincholi Fire
Brigade, Malad (West),
Mumbai 400 064.
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Thank You