2. MEETING PREPARATION
Continuous Cycle
Preparation
Conducting a meeting
Follow-up to meeting
Pawan Kumar Singh
3. INFORMATION GATHERING
Collect ballot results
Review correspondence
Review minutes and action
items from previous meeting
Contact TG chairman
Review jurisdiction list
Contact staff manager
Prepare agenda
4. Essential Questions
What are some characteristics of
effective meetings?
What structures and processes can be
used by teams to ensure that their
meetings are effective?
What facilitation skills can leaders and
other team members use to encourage
members to participate in effective
meetings?
Pawan Kumar Yadav
5. Tips for Leading
Effective Meetings
Effective Meetings Need to Have:
Good structures
Good processes
Good leadership/facilitation
6. Creating Productive Processes
Use agendas with timelines
Have the group agree on the agenda ahead of time, or
Come with a partial agenda and ask for input
If there’s too much to do, prioritize and stick to your timelines
Use roles and share them when possible
Typical roles include: facilitator, recorder, timekeeper
The facilitator’s role can be shared, even if there’s one “official” leader
Shared roles help to create a sense that all members are equally valued
Find ways to develop trust and a sense of shared responsibility
Pay attention to the use of good communication skills
Build in processing time to discuss what the group is doing well and
what needs to be improved
7. WHY IS AN AGENDA
IMPORTANT??
Prepares chairman
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational
tool
PIYUSH PANDEY
8. INFORMATION AGENDA
INCLUDES:
Meeting date, time,
location
General information
Agenda/minutes approvals
Agenda items with
background/goals
Old/New Business
Summary/ Assignments
9. DISTRIBUTION OF AGENDAS
Provide electronic copy to staff manager
–manager will post to members only
section of home page
–ensure copies are available at the
meeting
10. COVERAGE OF MEETING
IFYOU CANNOT
ATTEND, FIND A
REPLACEMENT
BRIEF YOUR
REPLACEMENT ON
THE AGENDA
Pragati Chaudhary
11. AT THE MEETING
Is the room set properly
Audio visual
Number of seats
12. Creating Strong Structures
Teams need to decide how they will be
structured to conduct their business
Decide on regular meeting times
Identify group norms and purpose
Decide how meetings will be conducted
(e.g., use of agendas and roles, etc.)
Talk about how decisions will be made
(e.g., consensus, democratic, etc.)
Talk about how members will communicate
between meetings
13. Opening Discussion
Think about a meeting that you’ve been to
lately that you consider to have been
effective.
How do effective team meetings contribute
to collaboration?
Pragati Kumar
14. Think, Pair, Share Activity
Individually, list as many ideas as you can
about factors that contribute to effective team
meetings.
In pairs or triads, talk about your ideas and
identify five ideas that and your partner
consider most important to effective team
meetings.
Share your ideas with the whole group to
begin thinking about tips for conducting
effective meetings.
15. Paying Attention to Leadership and
Facilitation
Remember to balance the task and
relationship aspects of collaboration
Focus both on getting tasks done and
developing good relationships
Try to read the energy of a group and adapt
as necessary
Use humor-- wisely
PRAJESH RAWAT
16. Paying Attention to Facilitation
(cont’d)
Use your role to help develop a sense of equity
among team members
Encourage equal participation among all members
Remind members that participating means listening as well
as talking
Use your role as a way to identify when decisions are
being made
Note the difference between “discussion time” and “deciding
time”
When necessary, step in to help resolve conflict
and/or to help in doing so
17. CONDUCTING A MEETING
START ON TIME!!
Delegate the task of taking minutes if
you haven’t a subcommittee secretary
Review the agenda/obtain agreement on
the meetings objectives and goals
Revise agenda if necessary
Prakhar Gupta
18. ROLE OF THE CHAIRMAN
Recognize
attendees who wish
to speak
Remain neutral
Summarize
discussion and
future action
Maintain order
19. WHY DO WE RUN OUT OF
TIME??
Repetition
Wander from the agenda
Lengthy discussion of controversial
issues
Prashant Kumar Singh
20. MEETING TECHNIQUES
Focus attention on the agenda
Set time limits
Identify different opinions
Establish task groups/chairmen as
needed
21. CLOSING A MEETING
State conclusions reached
Summarize assignments
Give staff manager next
meeting requirements
Prashant Ranjan
22. AFTER THE MEETING
Prepare minutes as soon as possible
after the meeting
– actions and discussions that took place are
fresh in the writer’s mind
– committee members may rely on receipt of
minutes before they implement promised
actions
Send electronic version of minutes to
the staff manager
23. PREPARING MINUTES
Follow the format of the meeting agenda and
include:
–the committee number and title, date/location
of meeting, and time called to order
–an accurate summary of the decisions and
conclusions reached
–the assignments that were made
–the follow-up action required
–time of adjournment and notice of the next
meeting date, time and location