This document outlines a training program to teach effective team meeting management. The program covers: 1. Evaluating one's own team meetings and identifying areas for improvement. 2. Learning a seven part formula for managing meetings that includes setting objectives, managing time and conflicts, and documenting outcomes. 3. Practicing meeting skills through exercises like planning a sample agenda, facilitating a mock meeting, and providing feedback. The goal is to give participants to knowledge and skills to run more productive meetings by establishing clear objectives, keeping discussions on track and following up on action items.

1. Team Meeting
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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2. Team Meeting
Team Meeting
Aims:
This program will give you the knowledge and skills to manage team meetings more
effectively in your workplace. Specifically, by the end of the program, you will:
a. be able to describe the seven part formula for managing meetings
b. have evaluated how well you manage your own team meetings
c. have planned at least five specific ideas for improving the effectiveness of your team
members.
Contents:
A. Introduction
1. Your own experience
2. Knowledge Pre-test
B. Meeting
1. Convinced
2. Objective – objectives, agenda, checklist
3. Navigate
4. Time management
5. Resolve conflict
6. Outcomes
7. List of actions
C. Evaluation
D. Exercise
E. Summary
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Written and Customized by Laurence Yap
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3. Team Meeting
A. Introduction
1. Tell us your story……..
a. Describing the worst meeting that you have attended. Be specific.
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b. Describe what the leader could have done to improve the meeting
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c. Describe what the other participants could have done to improve the meeting
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d. Describe what you could have done to improve this meeting
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e. Based on your answers, prepare a list describing five ways to improve meetings.
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Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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4. Team Meeting
If you are working as part of a group, after you have completed your individual
answers, discuss your experiences. From your combined answers, choose five key
ways to improve meetings. Write your list on the flipchart. Compare your list with
those of the other groups. At the end of the session, check how many of your points
match the key actions.
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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5. Team Meeting
2. Knowledge pre-test
a. Most meetings in the workplace are useful and productive True/False
b. An agenda can make a meeting too formal True/False
c. It is best to avoid tangents and stick to the agenda True/False
d. It is OK to have a meeting without a clear objective True/False
e. It is appropriate to re-negotiate the time allocated for an item
if it is important True/False
f. If a conflict arises it is best to let people argue it out so that
they can get over it True/False
g. Most people in meetings will ensure outcomes are met. True/False
h. People remember meeting outcomes. It is not necessary
to list who will be doing what by when. True/False
Total Score: __________________ (score one point for each correct answer)
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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6. Team Meeting
B. The video
1. Con_________.
What’s the cost of a meeting?
2. Ob______________.
Suppose you are conducting a meeting, please consider the following items when you
plan for the meeting:
I. Why is the meeting being held?
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II. What issues need to be discussed?
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III. What decisions have to be made?
…………………………………………………………………………………….
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Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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7. Team Meeting
IV. Who needs to be there?
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V. What information do they need to bring?
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….
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VI. What information do I need to provide?
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VII. What has to be achieved as a result of this meeting?
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Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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8. Team Meeting
Now write your answer into a agenda format. See the following example:
Agenda
Training Department Meeting
Date: 14 May 1999
Time: 3.05pm to 4.00pm
Place: Tan Cheng Lock Room, KM1
Participants:
Shaik Amir (Chairperson)
Gideon (Note Taker)
Latifah (Time Keeper)
Ruzi Panjang
GH Tan
Items for discussion and resolution
Item No Topic Action Time allocated
Minutes from the previous meeting
held 12th
April 1999
Shaik Amir 2 minutes
1 Analysis of re-organization in
operation department
GH Tan 15 minutes
2 Selection of Safety Training.
Feedback for the proposed plan
(see attached information)
Latifah 20 minutes
3 Training plan for 2000 update Ruzi Panjang 20 minutes
4 AOB Shaik Amir 5 minutes
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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9. Team Meeting
Agenda
Meeting:
Date:
Time:
Place:
Participants:
Chair:
Note taker:
Time keeper:
Members:
Items for discussion and resolution:
Item No Topic Action Time
allocated
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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10. Team Meeting
Leader’s pre meeting checklist
Have I determined a suitable date and time for the meeting?
Has an appropriate venue been booked?
Will the seating arrangement enable all participants to communicate easily
with each other?
Is the equipment required available? (flipchart, overhead projector)
Have I invited the participants necessary to achieve the purpose?
Have the participants had input into the agenda?
Has the agenda been planned and forwarded to participants?
Has supporting information been provided if necessary?
Will the agenda be received in time to prepare for the meeting?
Participant’s pre-meeting checklist
Have I planned to be at the meeting on time?
Have I read the agenda and the accompanying papers?
Do I have a clear understanding of the purpose of the meeting?
Have I prepared all the information to take to the meeting?
Will I be ready to participate in decision making?
Do I know what is required of me?
Have I decided what research needs to be done?
Have I encouraged input from other staff in my section?
Have I considered the best way to present my information?
Do I need to prepare a written or oral report?
Can I anticipate possible questions and prepare answers?
Note Taker’s pre-meeting checklist
Have I planned to be at the meeting on time?
Have I read the agenda and the accompanying papers?
Do I have a clear understanding of the purpose of the meeting?
Do I have copies of the previous minutes, agenda and papers?
Am I prepared to listen carefully?
Will I concisely record the key points of discussion and decisions?
(What, when, where, how, and by whom?)
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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11. Team Meeting
C. Navi_________________________.
Four key navigation skills:
…………………………………………
…………………………………………
………………………………………….
………………………………………….
Other: Ground rules?
Example:
a. start and end on time
a. turn off pager and hand phone
b. Ready to contribute
c. Feedback constructively. Not talking behind someone’s back
d. Social chit chat kept to before and after the meeting
e. Every one is clear about the role
What about your group?
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Written and Customized by Laurence Yap
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12. Team Meeting
4. Time ___________________________.
How do you make sure you are controlling the things are within the allocated time ?
Arrive on time:………………………………………………………………….
Finish each item on time:………………………………………………………..
End on time:………………………………………………………………………
5. Resolve C___________________
See conflict as _________________________.
How do you deal with conflict?
Suggested steps:
1. Define the problem that has to be solved
2. Identify options to solve the problem
3. Discuss the probable results of each alternative
4. Select the best alternative
5. Take the necessary action
6. Evaluate the results
7. Revise the decision
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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13. Team Meeting
6. Outcomes
7. List Action
When is the best time to do it?
………………………………………………………………………………
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How to do it?
……………………………………………………………………………..
……………………………………………………………………………..
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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14. Team Meeting
Minute
Training Department Meeting
Date: 14 May 1999
Time: 3.05pm to 4.00pm
Place: Tan Cheng Lock Room, KM1
Participants:
Shaik Amir (Chairperson)
Gideon (Note Taker)
Latifah (Time Keeper)
Ruzi Panjang
GH Tan
Items for discussion and resolution
Item No Topic Action by Completion date
Minutes from the previous meeting
held 12th
April 1999 agreed as
accurate and complete record
Shaik Amir
1 Agreement to trial run the training
programs
GH Tan 28 May
2 Agreed to report the plan to the
team
Latifah 23 May
3 Follow up with Supervisory
Training Program
Ruzi Panjang 26 May
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Written and Customized by Laurence Yap
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15. Team Meeting
Minute
Meeting
Date:
Time:
Place:
Participants:
Item No Topic Action by Completion date
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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16. Team Meeting
Leader’s action checklist
Are the minutes a clear, concise and accurate record of the
meeting?
Do the minutes show what has to be done, by whom, and when?
Do the minutes give recognition and show appreciation of the
participants?
Is there a record of unfinished business to go on the next agenda?
Have the minutes been sent to participants by the agreed date?
Have I carried out tasks I agreed to do?
Have I informed other staff of decision resulting from the
meeting?
Have I allowed time to discuss any problems staff may be having?
Did the meeting achieve the objectives in the purpose statement?
Have I evaluated participant feedback and planned improvements?
Have I contacted participants to monitor their progress?
Have I evaluated my personal performance?
Participant’s action checklist
Have I briefed staff in my section following the meeting?
Have I planned to carry out the tasks I have agreed to do?
Did I give honest and open feedback during the meeting?
Were my contributions thoughtful and relevant?
Have I evaluated my personal performance?
Have I examined areas for improvement?
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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17. Team Meeting
B. Evaluation
Leader’s post meeting checklist
Did I start the meeting on time?
Did I make participants feel welcome?
Were the ground rules set?
Did we clarify our purpose?
Did I keep the discussion focused on the agenda items?
Did I monitor the time spent on each item?
Did I encourage an equal input from all participants?
Did I keep an open mind?
Did I moderate the discussion and deal with any 'problem’
behavior?
Did I summarize decisions and actions after each item?
Were participants clear about what they agreed to do?
Did I show my interest in and appreciation of input by
participants?
Did the meeting finish on time?
Did I maintain a friendly and supportive atmosphere?
Did we achieve our objectives?
Participant’s post-meeting checklist
Did I arrive on time and did I bring what was required with me?
Did I focus on the objectives of the meeting?
Did I represent the views of my section relating to the agenda?
Did I listen and avoid chatting?
Were my comments relevant and clearly spoken?
Did I keep an open mind and adhere to the ground rules?
Did I encourage and support other participants?
Did I do my part and cooperate to reach consensus?
Did I use questions to clarify comments and input from others?
Note taker’s post meeting checklist
Did I effectively summarize the proceeding?
Did I question and seek feedback to clarify decisions and
actions?
Are the minutes a clear, concise and accurate record of the
meeting?
Do the minutes show what has to be done, by whom, and when?
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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18. Team Meeting
Take time to reflect on your meeting skills
What did I do well?
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What could I do better?
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What specific action I take to improve my performance next time?
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C. Exercise
Carry out a ‘real’ meeting. Appoint one person as note taker, one person as chairperson,
two persons as observer and the rest to be members. Pick up a topic and discuss as ‘real
meeting’. Be natural and usual.
15 minutes later, stop the meeting. The observer gives comments. Then the chairperson
and some persons.
Two major questions?
What they did well?
What could be improved?
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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19. Team Meeting
D. Test and Summary
Meeting self-evaluation
a. when we meet we are all clear about why. We have clear, specific True/False
objectives
Comment ……………………………………………………………………….
…………………………………………………………………...………………
b. When we meet I am always convinced the meeting is the best way to True/False
achieve our objectives
Comment ……………………………………………………………………….
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c. We start our meeting on time, finish on time, and stick to our time True/False
allocation for each item.
Comment ……………………………………………………………………….
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d. Irrelevant or unnecessary tangents during our meetings are efficiently True/False
and politely avoided.
Comment…………………………………………………………………………….
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e. We all feel free to express our views, and if there are disagreements True/False
they are explored productively.
Comment………………………………………………………………………….
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f. We usually achieve our meeting objectives of making decisions, True/False
solving problems, or sharing information.
Comment………………………………………………………………………….
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g. At the end of our meetings, or soon afterwards, a list of actions True/False
(who will do what by when) is drawn up and circulated.
Comment………………………………………………………………………….
………………………………………………………………………………… …
Komag USA (Malaysia) Sdn
Written and Customized by Laurence Yap
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