meeting skills. course objectives explain the importance of effective meetings describe the meeting...
TRANSCRIPT
Meeting
Skills
Course Objectives• Explain the Importance of Effective Meetings
• Describe the Meeting Process
• Explain the Key Elements of Meeting
• Explain the Key Roles in a Meeting
• Explain What is Minutes of Meeting (MoM)
• Describe the Decision Making Approaches in Meeting
• List the Characteristics of a Good Facilitator
• Explain the Role of Active Listening in Meetings
• Explain the Various Questioning Techniques
• Explain the Role of Body Language in Meetings
• List the Challenges of Meetings
• Describe Dos and Don’ts of Meeting Etiquette
Introduction
Mark Dawson is a Project Manager in Helios Inc.
He has called a meeting of his team members.
Radium Project
He wants to discuss the progress on Radium Project, a project of developing new billing software.
Introduction
Radium Project
The meeting started off well.
Let’s begin!
However, as the meeting progressed, it was found that the discussion deviated from the progress of Radium Project.
……..……..
What about the progress on XYZ
Project ?
Mark tries his best to bring the focus of the meeting back on Radium Project but to no avail.
Let’s focus on Radium Project
for now.
XYZ Project is
……….
Yes, XYZ Project has ……
XYZ Project
……
Introduction
Radium Project
The participants in the meeting continued discussing other projects, general team related concerns and queries and other general issues.
Let’s focus on Radium Project
for now.
XYZ Project
……
……..
……. XYZ Project
The end result of the meeting was that Mark was not able to complete the discussion about the progress of Radium Project and decided to schedule another meeting again for the same.
I’ll need to reschedule the meeting again to
discuss the progress of Radium Project.
Introduction
Radium Project
• Most people think that conducting
a meeting or attending a meeting is
a very simple and straightforward
process.
• However, there are several intricacies
involved in conducting a meeting
successfully as well as involving each
participant and getting the best from each
of them in a meeting.
• It is equally important for the person
conducting a meeting to have
outstanding meeting skills as well as for
the participants to have good meeting
skills so that they can together
contribute towards making a meeting
successful.
Introduction
Radium Project
• As you have seen in the earlier example, in spite of Mark’s best
intentions to discuss the Radium Project in the meeting, the
discussion deviated towards several
other topics.
• Hence, the end purpose of a meeting will
not be met successfully if your meeting
skills are not up to the mark.
• So, let us learn about meeting skills in
detail.
Conducting Effective Meetings
People do not like to waste their time; hence running efficient and successful meetings is a key skill that every individual should learn for growing in their career. Running an effective meeting is more than sending out a notice that your team is to meet at a particular time and place. An effective meeting achieves the following:
It achieves the
meeting's objective.It takes up a minimum
amount of time.
It leaves participants feeling that a sensible process has been followed.
Did You Know?
Research has shown that:
49% of participants considered unfocused meetings and projects
as the biggest workplace time waster.
Most managers spend up to 10 hours a week in meetings and 90% believe that more
than half of that time is wasted.
Following a detailed agenda and starting on time would reduce
the time that managers spend in meetings by 80 percent.
50% of meeting time is unproductive and that up to
25% is spent discussing irrelevant issues.
Agenda items are covered in only 53% of the scheduled
time, with the remaining time as unproductive.
9 out of 10 people daydream in meetings.
Executives spend on an average of 40-50% of their
working hours in meetings.
Meeting Progress FlowThe following diagram shows the flow of the progress of a meeting:
Opening
Discussion
Concluding
Meeting Process
Follow-up:
The third step of the meeting process is the follow-up. This is done in sync with the action agenda that has been prepared after the exchange of information during the meeting. This also involves keeping track of the roles and responsibilities that were assigned to different people during the meeting.
Key Roles in a Meeting
Chairperso
n
The Chairperson is responsible for ensuring
that meetings are run effectively and
efficiently.
The chair must consider two main task
functions of the group which are as follows:
• The actions and decisions that are critical to achieve
• The maintenance functions – the relationships, welfare and
harmony of the group
Both functions are important and will affect the organization’s success.
The chair has the lead role in planning, preparing, implementing and
evaluating meetings and is responsible for starting and ending on time
and involving members in the decisions and discussions.
Minutes of MeetingA format of minutes of meeting is given below. You will notice that any minutes of meeting should include the following elements:
Minutes of Meeting Name of Organization:
Purpose of Meeting:
Date/Time:
Location:
Chair Person:
Name of Participants:
Topic Discussion Action Due dates for the completion
Person Responsible
1.
2.
Further Notes or Comments:
Name of organization
Purpose of meeting
Date and time of meeting
Location of the meeting
Name of the Chair Person
Name of participants
Topics / agenda covered
Discussion / decisions made by the participants
Follow-up actions committed by participants
Due dates for completion
Name of person responsible for each action
Other comments worth documenting for future review or history
Before the Meeting
The following should be done before the meeting:
Notify Everyone who needs to know about the Meeting
Ensure all Reports & Information are available
Send out Agenda & Background Information
prior to MeetingPlan the Agenda
Ensure all Reports & Information are available: Confirm that the required person or a suitable alternate is available to attend the meeting and make a report.
Physical Set-up of the Meeting
All your best planning efforts can be wasted if you overlook the physical surroundings of your meeting.
The following considerations of the physical set-up of a meeting will encourage participation and foster success:
Size of the room: How many people will attend the meeting? Too big a room gives an isolated feeling, and too small a room makes people feel cramped and uncomfortable.
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Let us look at each in detail.
Physical Set-up of the Meeting
Size of the room: How many people will attend the meeting? Too big a room gives an isolated feeling, and too small a room makes people feel cramped and uncomfortable.
Size of the room: How many people will attend the meeting? Too big a room gives an isolated feeling, and too small a room makes people feel cramped and uncomfortable.
At The Meeting
At the meeting, the following key points should be kept in mind for an effective meeting:
1Set the ground rules: These agreements for participant behavior will make meetings more efficient and effective. They should be discussed by the group and revisited periodically.
Some ground rules are:• Everyone has equal rights and can participate.• The will of the majority is carried out.• The minority will be heard.• Only one topic will be considered at a time.• Decision-making will be done fairly and impartially
Evaluating the MeetingSome ideas for assessing your meeting are as follows:
Have the participants complete an anonymous survey about the meeting and discuss the results.
Appoint someone to monitor the meeting process and report on it at the end. Rotate the responsibility among the members.
Before the meeting is adjourned ask, “what went well” and “what could be improved.”
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