5. What is a Meetings? A meeting is an outcome directed interaction between 2 or more people that can take place in any of four environments Time Place Same Different Same Different Focus Groups Shift Workers Video Teleconferencing Dispersed Project Team Any Time, Any Place

6. Outcome-directed meeting Resources Present State (problems) Desired State (outcomes) Action Plan Topic 1 Activity Activity Topic 2 Activity Activity Topic 3 Agenda (Steps) Task Group/ people

7. The main goal of meetings a vehicle for communication & action not for confusion & frustration

8. Purpose of the meeting 1. Take decisions 2. Collect views, information and proposal 3. Briefing 4. Exchange information 5. Generating ideas 6. Enquire into the nature and causes of a problem

9. tests of an effective meeting 1. The outcome justifies the time spent. 2. There mustn't be a better outcome with the same investment. 3. The outcome must be acted on.

10. Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. 1. Planning and preparation 2. Efficient disposal of business Module 9 Elements of good meetings

11. Good Meetings (contd) Module 9 3. Open participation with adherence to the rules 4. Effective follow-up

12. criteria for an effective meeting 1. Purpose is clear to all attendees. 2. All who are needed are attending and only those who are needed are attending . 3. Participants are prepared. 4. Time is effectively used. 5. Participants are committed. 6. The main goals is achieving the goals, not meeting for sake of meeting. 7. The outcome should justify the investment. 8. Actions, responsibilities and mechanism for review are clear.

22. Facilitation & Running Effective Meetings

39. Consensus While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision. Module 9