conducting meetings

Promoting Effective Staff Meetings : 

) Promoting Effective Staff Meetings

Successful meetings : 

Clear realistic outcomes Well-designed agenda Right people, right meeting Clear ground rules and roles Prepared participants Few relevant tangents Individual differences acknowledged and used High Quality output and results Next step well-defined Successful meetings

Facts : 

Facts 25% to 80% of managers’ and professionals’ time is spent in meetings More than 33% of time spent in meetings is unproductive

The purpose of meetings : 

The purpose of meetings Solving problems Brainstorming new ideas Keeping staff informed Making decisions Presenting a proposal for discussion Discussing areas of change

The purpose of meetings : 

The purpose of meetings Seeking feedback Consulting vested interests Promoting team spirit Planning future services Providing direction Giving support

Is the meeting necessary : 

Is the meeting necessary Before planning a meeting ask yourself: Why are we calling people together? Is a meeting the most efficient/ effective means? Would an email/ memo/ call suffice Is there a need/ desire for group interaction? What would happen if we don’t meet?

Meeting Facts : 

Although 75% say it is “almost essential” to have an agenda, they use an agenda only 50% of the time Only 64% of meetings achieve their intended outcome Meeting Facts

Agenda : 

Agenda Keep in mind overall purpose of the agenda Allocate time to each item Plan for no longer than 1 hour Start with a positive item (bell shaped agenda) Circulate in advance & bring extra copies to the meeting. Circulate any reading material Ensure clarity re venue, time & date

Slide 10: 

Purpose of the Bell Shaped Agenda is to structure events around the group’s energy and attention. The first few items help the meeting participants to work as a group on easy items before they tackle more difficult items.

Slide 11: 

Agenda Item 1: Welcome Item 2: Minutes Item 3: Announcements non-controversial short example: upcoming events

Slide 12: 

Item 4: Easy Item More than one item may be included in this section, but should not be controversial Item 5: Hardest Item Attendance: late comers have arrived and early-leavers have not left. Attention: focused on meeting by this time, not yet concerned with next appointment.

Slide 13: 

Item 6: For Discussion Only Will often be presented as Item 5: Hardest item at subsequent meeting for vote or decision. Item 7: Easiest Item End of this meeting is the beginning of next meeting. End on positive note of agreement and encouragement. Good time for member recognition.

Effective meetings : 

Effective meetings 88% – participation 66% – define the meeting’s purpose 62% – address each item on the agenda 59% – assign follow-up action 47% – record discussion 46% – invite essential personnel 36% – publish an agenda

Negative meetings : 

Negative meetings 83% -- Drifting off the subject 77% -- Poor preparation 74% -- Questionable effectiveness 68% -- Lack of listening 62% -- Verbosity of participants 60% -- Length 51% -- Lack of participation

Bad meetings cause: : 

Bad meetings cause: Bad decision making Lack of buy in Conflict miscommunication

Dealing with difficult members : 

Dealing with difficult members Listen, but do not debate Talk privately with members who continually exhibit disruptive behaviors Turn negative behaviors into positive contributions Encourage the group to share the responsibility for handling difficult members Don’t take it personally Try different strategies, small groups/pairs

Slide 18: 

For regular meetings alternate the chair so as to maximise learning & understanding

Chairing the meeting : 

Chairing the meeting Start & finish on time Welcome all participants Read out previous notes/ action points to ensure progress Keep on track Check with timekeeper Maintain group focus

Create an atmosphere : 

Create an atmosphere Ground rules Participate Respect others Stay focused on the agenda Maintain momentum Get things done

Slide 21: 

Always acknowledge success & achievement Draw everyone into discussion Reinforce constructive contributions Recognise experience within the group

Concluding the meeting : 

Concluding the meeting Signal ending of meeting is near Emphasise major points of agreement Assign responsibilities & deadlines Try to come to a conclusion on the topic. Don’t move it from agenda to agenda. Thank the group

Roles: Time-Keeper : 

Roles: Time-Keeper Makes sure there is a time-limit for each agenda item. Let’s the group know when time is almost up. Keeps the group on task, avoid tangents. (This person can be the chair/ or can be delegated by the chair).

Gatekeeper : 

Gatekeeper If off agenda item comes up, politely point this out to the group and see if there is agreement to move the item to the “parking lot”/ “idea bin”.

Taking the minutes : 

Taking the minutes Record simple short statements which capture decisions passed and actions agrees under each of the agenda headings Clarify Keep brief & to the point Write up straight after the meeting Circulate within a week

Participant : 

Participant Know the agenda before the meeting Arrive on time (or let chairperson know) Actively participate without dominating Stick to the agenda Respect colleagues Share the workload Submit items to the agenda

Meeting room : 

Meeting room Members must be able to easily see one another. Room should be comfortable temperature. Adequate space for planners, notebooks, or laptops People should be able to hear the discussion easily. If it is a large group, the meeting’s facilitator should consider standing.

Slide 28: 

Theater Style Leader has great power by position. Participation and interruption by audience is limited. U-Shaped Style Equality of membership. No doubt of who the leader is. Good visibility for visual aids. Circle Style Democratic: equality is stressed. Great visibility by participants. Obvious body language. Excellent participation.

Remember: Effective meetings are the result of deliberate planning. : 

Remember: Effective meetings are the result of deliberate planning.