Effective Meetings

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Presentation Description

There are good meetings, and there are bad meetings. Bad meetings appear to drag on forever, they never seem to get to the point and are a waste of time. Effective meetings leave us energized and feel that we have really accomplished something. This presentation provides a simple three-step process for running effective meetings. It includes planning, conducting the meeting, review and follow up, as well as useful tips for successful meetings. ​ This professionally-developed presentation can be used to educate management and staff on the techniques and practices of running effective meetings. To download this complete presentation, please visit: http://www.oeconsulting.com.sg

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Presentation Transcript

EFFECTIVE MEETINGS:

EFFECTIVE MEETINGS © Operational Excellence Consulting. All rights reserved.

Objectives:

Objectives Upon completion of this program, you will be able to: Make the necessary preparations for a meeting to achieve the desired outcomes Conduct an effective meeting Perform a meeting review and follow up Copyrights of all the pictures used in this presentation are held by their respective owners. NOTE: As this is a PREVIEW , only selected slides are shown. To download the complete presentation, please visit: http:// www.oeconsulting.com.sg

Outline:

Outline Meeting Roles and Responsibilities Planning the Meeting Conducting the Meeting Reviewing the Meeting Secrets to Successful Meetings

PowerPoint Presentation:

“Well begun i s half done .”     Aristotle

The Key Messages:

The Key Messages Good meetings are managed events, they don’t just happen You are judged on how you handle a meeting

Effective Meetings Follow A Three Step Process:

Effective Meetings Follow A Three Step Process Plan Meeting Conduct Meeting Review Meeting Establish a need for a meeting Develop a clear agenda and meeting process Ensure a proper meeting environment Identify and overcome potential barriers Post and follow Ground Rules Get Expectations Record ideas Bring to closure with Next Steps Evaluate meeting and incorporate builds into next meeting design Publish Next Steps

Meeting Roles and Responsibilities:

Meeting Roles and Responsibilities Roles Responsibilities Leader Owns Meeting Develops Agenda Sets Tone Facilitator Manages Meeting Guides Process Records Ideas / Decisions Participants Add Expertise Generate Ideas Make Decisions Depending on the size and content of the meeting, the facilitator may be an independent role or one of the group leader or participants.

Plan More, Meet Less:

Plan More, Meet Less Establish a need for a meeting Develop a clear agenda and meeting process Ensure a proper meeting environment Identify and overcome potential barriers Plan Meeting Plan Meeting Conduct Meeting Review Meeting

Establish A Need For A Meeting:

Establish A Need For A Meeting To share information / answer questions To resolve issues / develop ideas To make decisions / develop a path forward To delegate work or authority To train To persuade or inspire Good Reasons to Meet Plan Meeting If there is no good reason to meet, “Just Say No ”.

Develop A Clear Agenda & Meeting Process:

Develop A Clear Agenda & Meeting Process Helps you prepare Communicates expectations Provides a mechanism for order and control Measures success / failure of meeting Your Agenda is your Most Powerful Tool Plan Meeting

Meeting Success Is Dependent On Following the Agenda:

Meeting Success Is Dependent On Following the Agenda Post and follow ground rules Get Expectations Record ideas Bring to closure with Next Steps Conduct Meeting Plan Meeting Conduct Meeting Review Meeting

Post and Follow Ground Rules:

Post and Follow Ground Rules Observe time contracts Headline ideas Listen actively, seek to understand Paraphrase to confirm what you heard Build on others ideas - help ideas “over the wall” Stay in process Take notes Accept all ideas as valuable Be open Basic Ground Rules Conduct Meeting

Get Expectations:

Get Expectations Obtain group Expectations at the start of the meeting Build into agenda by prioritizing with established topics Agenda items and Expectations not covered in meeting time built into next meeting agenda Issues that arise during the meeting that do not pertain to the topic being discussed can also be added to Expectations Expectations - The Group’s Agenda Conduct Meeting Expectations allow emerging high priority issues to be addressed in a formal manner.

Meetings As A Continuous Process:

Meetings As A Continuous Process Evaluate meeting and incorporate builds into next meeting design Publish Next Steps Review Meeting Plan Meeting Conduct Meeting Review Meeting

Evaluate Meeting and Incorporate Builds Into Next Meeting Design:

Evaluate Meeting and Incorporate Builds Into Next Meeting Design Use “Benefits and Concerns” or Meeting Effectiveness Checklist Done as an agenda item with the entire group or with leader and facilitator immediately after meeting Used by leader and facilitator to structure next meeting Debriefing Ideas Review Meeting

Publish Next Steps:

Publish Next Steps Distributed within two days of meeting Done by leader or designated team member Notes can also include other minutes recorded on flip chart Guidelines Review Meeting

Secrets to Successful Meetings:

Secrets to Successful Meetings Pre-positioning Benefits before Concerns Straw Models Participative Decision Making Active Listening Headlining Secrets to Successful Meetings

Pre-positioning Prior to Meetings Fosters Success:

Pre-positioning Prior to Meetings Fosters Success When key decisions need to be made When the issues deal with the “political” and “emotional” aspects of change… provides an opportunity to constructively deal with resistance When to Preposition Time spent positioning will reduce time squandered in meeting and help achieve the desired outcome. Secrets to Successful Meetings

The Foundation for Good Meetings:

The Foundation for Good Meetings Without Effective Teams You Cannot Have Effective Meetings And Will Not Get Results Secrets to Successful Meetings

END OF PREVIEW:

www.oeconsulting.com.sg END OF PREVIEW To download this complete presentation, please visit:

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