meetings presentation - unitedworld school of business

7/28/2019 Meetings Presentation - Unitedworld School of Business

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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

meetings presentation - unitedworld school of business

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