Managing meaningful meetings
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Managing Meaningful Meetings. Meetings are part and parcel of modern day work. However, meaningful meetings are a rare occurrence. This presentation provides insights into Meaningful meetings.
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Managing meaningful meetings
- 1. MAKING MEETINGS MEANINGFUL Sunil Misar April 2014
- 2. Need to Meet- Purpose Clarity to confusion to clarity The purpose of meeting is to arrive at decisions in a group. There is a clarity about the need to take decisions and some directions, Yet some aspects of the decision- making is not clear. Consultations are needed with members of the meeting to arrive at decisions.
- 3. Need to Meet- Purpose • Collective experience adds more than individual experience • Building on the ideas and experiences of many increases synergy and creativity • Productivity, quality and efficiency improve or are enhanced
- 4. Need to Meet- Purpose Sometimes live meetings are not necessary • Alternatives: – Mail ( Letter) – Email – Telephone Multiple Meetings or follow-up meetings
- 5. Meetings occur for a number of reasons where participants are called upon to: Make decisions Share information Plan work Learn from one another Create buy-in Solve problems Meeting Types
- 6. Meeting Components • Pre Meeting Process – Prepare Agenda papers – Notify the Members – Prepare the Place • During Meeting – Hold the Process – Note the actions • Post Meeting – Prepare Minutes – Follw up on actions
- 7. Pre-Meeting Preparation State the Purpose Select the Participants Select the Location Develop An Agenda Inform Participants Is this meeting the best way to achieve my purpose?
- 8. Pre-Meeting Preparation: Determining Desired Outcomes Well Written D.O.s are: Positive Clear & Concise Control & Influence Measurable Resource-based Ecological
- 9. Meeting Planning - Agenda Setting 1. Identify the Problem 2. Analyze the causes of the problem 3. Suggest Possible Solutions 4. Evaluate the solutions 5. Select the best solution
- 10. Meeting Planning - Agenda Setting AGENDA: a written document with critical information to get the right people together at the same time to accomplish a common Desired Outcome(s).
- 11. Meeting Planning : Creating the Agenda What is the critical information? This is the stuff you need to do at the meeting in order to accomplish your Desired Outcome(s). Presentations Activities, etc Who are the right people? Can this person help reach the Desired Outcome(s)?
- 12. FACTORS: Room Location Room Conditions Room Size Room without distraction Room based on type of meeting Meeting Planning SELECT THE LOCATION
- 13. Meeting Planning INFORM THE PARTICIPANTS Notice to Participants 1. Meeting Date – Time – Place 2. Meeting Purpose and Desired Outcome 3. Meeting Items Needed 4. Participants are expected to bring 5. Meeting Length 6. What is provided? (Meals,snacks,etc.)
- 14. Meeting Planning: Assigning Roles Leader Establishes Direction Works to Decision Ensures Action Ensures Accountability Facilitator Keeps on Track Ensures Participation Keeps it Positive Establishes Trust Sticks to Agenda Resource Person Recorder Time-keeper
- 16. START ON TIME: LEADER SHOULD START ON TIME DON’T WAIT FOR LATE COMERS
- 17. OPENING A MEETING ESTABLISH A FRIENDLY ATMOSPHERE: • Arrive Early • Room Setup • Equipments • Room Temperature • ***Make People Comfortable
- 18. OPENING A MEETING OPEN WITH ATTENTION-GETTER: • Avoid Dry Openings • Great Opener sets the tone of the meeting BRING EVERYONE UP-TO-DATE: • What has happened so far • Brief review and update • Inform everyone what is happening
- 19. OPENING A MEETING INTRODUCE THE SITUATION OR PROBLEM: • What is the problem • Why is this important • How the participants can help STATE THE PURPOSE OF THE MEETING: Write it on a Clipboard or a Flipchart rather than announce
- 20. OPENING A MEETING WELCOME THE GROUP: • Briefly Welcome Everyone • Guests • Special Dignitaries EXPLAIN A METHOD OF DISCUSSION: •Establish a Plan •Problem- solving or Brainstorming •Group Discussions
- 21. HANDLING THE MEETING 1. GET EVERYONE PARTICIPATING Ideal vs. Realistic Participation State that you need help Invite Cooperation Someone Specific Compliment an Individual PROMOTE AN OPEN ATMOSPHERE Be Sincere Be Congruent (Body matches words) Avoid Evaluating or Being Judgemental Smile and Nod (Proper Stance)
- 22. HANDLING THE MEETING ASK QUESTIONS • Questions are Effective • But you must use effective questions Questioning Techniques • Guide the course of discussion • To Clarify Thinking • To Reach Agreements • To Involve quiet participants • To obtain Information • To Limit or end discussion
- 23. HANDLING THE MEETING TEST POSSIBLE SOLUTIONS • Review all suggestions • Get Participant`s opinion WORK ON CONSENSUS VS VOTING – Majority & Minority – Voting should be avoided – Consensus – emphasizes the whole group
- 24. HANDLING THE MEETING 1. PLAN FUTURE ACTION – Discussion - Results in – Proposed Solution – Follow – up – Tasks Assigned – Results of the Meeting
- 25. Handling The Meeting SUCCESSFUL LEADER QUALITIES • Poise (Stand – Confident) • Sensitivity • Impartiality • Tact • Sense of Humour • Good Judgement • Good Listening Skills
- 26. Handling The Meeting What’s Up? What possible resistance could there be? Why? What else might need consideration? What potential concerns are there? What else might I need to know?
- 27. Handling The Meeting ACT B.I.G. • Describe the BEHAVIOR as you’ve seen and heard it • Describe the IMPACT of the behavior what it’s done to you, others, or what resulted from the act • Explain the GROWTH need to get a positive outcome
- 28. HANDLING THE MEETING Challenging Behaviors • The Over-Participator • Self-Appointed Spokesperson • Doting on Displeasure • Readily Repetitive • I’m Important • The Aggressive-Participator • Sideshow Barking • Enormous Emoting • Constant Combating • Know-it-all • The Under-Participator • “I have better things to do…” • “Excuse me for a minute…” • I’ll have to check on that…” • “Could you do it?”
- 29. HANDLING THE MEETING Functional Behaviors • Contributing – Suggest ideas – Offer facts, speculations and solutions – Provide information relevant to the issue • Clarifying – Paraphrase, explain, ask clarifying questions, seek additional ideas & connect one idea to another • Supporting – Praise, encouragement, agreement, open communication • Mediating – Seek to understand other’s point of view – Attempt to reconcile differences, “referee”
- 30. HANDLING THE MEETING Characteristics of Facilitation • Protects participants self-esteem • Understands and senses group energy and productivity and acts accordingly to keep ideas flowing and energy up • Monitors the pace and quality • Helps summarize and prioritize content • Moves group to consensus & to define and assign next steps
- 32. CONCLUDING THE MEETING • Some Note of Positive Accomplishment • Participants shouldn`t feel – Time Wasted Step Closing Sequence: 1. Indicate time to conclude 2. Review the problem briefly 3. Summarize the progress made 4. Emphasize agreements 5. Inform of developments 6. Thank the group
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