Presentation Description

Most meetings are doomed from the start because they lack purpose and focus. Running a good meeting is something that every professional should master. Meetings are definined as an assembly of people who are striving towards a common goal. PowerPoint Presentation Content Slides Include: Definition/s of meetings Learning objectives of this presentation Why meetings are unproductive and conducting a productive meeting Group roles and behaviors and how to record effective meeting notes 6 guidelines for effective meetings and on information sharing/gathering Recognizing resistance to accepting change and the phases of change transition Problem solving meetings and decision making 20+ slides on before the meeting, agenda and goals, during and after the meeting Common scheduling problems, scheduling hints and the art of taking meaniful minutes 16 action steps and much more. Also included are: 5 diagrams/charts, & 14 high resolution photographs. Plus 21 Additional Content Pages: Etymology / (Page 10) Do's & Don't's / (Page 11-14) Scenarios / (Pages 15-20) Dealing with Members / (Pages 21-22) Conducting a Productive Meeting / (Page 33) The Meeting Room / (Pages 34-37) Meeting Roles / (Page 38) Making Meetings Fun / (Page 119) Scheduling Hints / (Page 138)


Presentation Transcript

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2 Program Objectives ( 1 of 6 ) Meetings r Develop a meeting plan. Define roles that contribute to making a meeting more effective. Identify, and practice behaviors that help build a team. Learn, and practice techniques to better manage your meetings.

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3 Program Objectives ( 2 of 6 ) Meetings r Deal constructively with behaviors that hinder effectiveness. Evaluate the quality of meetings. Identify the things that go wrong at meetings, and brainstorm ways to overcome these problems.

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4 Program Objectives ( 3 of 6 ) Meetings r Describe the difference between process and content. Gain knowledge of four meeting types: information sharing, gathering, problem-solving, decision-making and planning/strategizing.

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5 Program Objectives ( 4 of 6 ) Meetings r Plan a meeting agenda. Write meeting objectives. Discuss and practice several meeting methods: brainstorming, agenda, free-field analysis, group consensus and the action register. Gain knowledge of the importance of careful meeting preparation.

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6 Program Objectives ( 5 of 6 ) Meetings r Describe the importance of follow-up after the meeting, and be aware of the group method. Identify the difference between task functions and group relations functions. Write a means to inform participants about the meeting. Design an opening statement of the purpose of the meeting.

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7 Program Objectives ( 6 of 6 ) Meetings r Create an action plan for meeting effectiveness. Recognize some different personalities, and learn some tips for handling some group interaction problems. Participate in a meeting with prepared notes and an agenda. Complete post work assignment to participants’ satisfaction.

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Do’s 11 Meeting Do’s and Don’t’s (1 of 4) Meetings r Start and end on time. Call in only people who are needed for the meeting. Let everyone contribute. Be respectful. Don'ts Start or end late. Call in people who are not needed for the meeting. Let one person dominate the meeting. Be rude.

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Do’s Make everyone feel that their input is welcome. Practice good leadership skills. Try to schedule the meeting at a convenient time for all involved. Don'ts Criticize other people’s ideas. Allow attendees to get out of control. Schedule the meeting at an inconvenient time for the most important people. 12 Meeting Do’s and Don’t’s (2 of 4) Meetings r

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Do’s Allow some off-topic conversation. Encourage everyone to participate. Keep the meeting as short as possible. Allow discussion of options. Don'ts Allow the meeting to get too off-track. Stifle participation. Draw out the meeting to an unreasonable length. Allow conflict to erupt. 13 Meeting Do’s and Don’t’s (3 of 4) Meetings r

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Do’s Speak clearly, and project. Try to hold the audience’s attention. Present information in an interesting way. Make expectations for the meeting clear. Don'ts Mumble. Allow people to be bored. Only lecture. Expect attendees to follow guidelines that have not been set. 14 Meeting Do’s and Don’t’s (4 of 4) Meetings r

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15 Scenarios (1 of 6) Meetings r Scenario #1 : You are running a meeting, and one person keeps dominating the discussion and not allowing other people to speak. What do you do?

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Scenario #2 : You are running a meeting, and a conflict erupts. What do you do? 17 Scenarios (3 of 6) Meetings r

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22 Dealing with Members (2 of 2) Meetings r Silent Members : Invite them to speak. Try to engage them and prompt them. Remind everyone that participation is valued. All Members : Remind people of the purpose of the meeting. Encourage all members to participate.

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24 Why Have A Meeting? (1 of 2) Meetings r To solve a problem. To make a decision. To develop a plan. To gather or convey information. To get a response to information.

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27 Unproductive Meetings (2 of 2) Meetings r The leader loses control. One person dominates the meeting. Individuals wander from the topic. Individuals go back over old items. No clear direction/no clear conclusions are reached.

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29 Creating An Agenda Meetings r 1. State the purpose of the meeting. 2. Organize items to be discussed in order of their importance, starting with the top priority. 3. Describe each item to be discussed, and explain why it must be addressed. 4. Set time limits prior to discussion.

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32 Conducting a Productive Meeting (3 of 4) Meetings r Record important points on a flip chart. If others are reporting to the group, emphasize time allotment. End meetings on time, summarize main points or conclusions that have been reached. Schedule another meeting to continue or to follow up on actions stemming from the meeting.

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38 Meeting Roles Meetings r The Chair Prepares for the meeting. Conducts the meeting. Controls the meeting. Closes items. The Secretary Distributes agenda and papers. Prepares and books the meeting space. Takes attendance. Takes notes. Writes the minutes.

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44 Group Roles & Behaviors (2 of 7) Meetings r 2 Gatekeeping : Providing opportunities for all members of the group to contribute.

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Start with the most important item, and work down your list. Attention is greater at start of meeting. 3 Interrupt talkers. Stop individuals from dominating discussion. 4 Try standing – sends message of short meeting. 5 61 Effective Meeting Notes (2 of 5) Meetings r Tips to short meetings:

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Only attend necessary meetings. Pass meeting to subordinates if practical and possible. 6 Is meeting necessary? Is a memo, conference call, or email a better route/alternative? 7 Limit attendees to those whose presence are necessary to accomplish meeting goals. 8 62 Effective Meeting Notes (3 of 5) Meetings r Attending Meetings:

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It is a way to air views on a subject – to find out where the group stands on an issue. Everyone has the opportunity to participate. It is an excellent way to develop a commitment to results. It usually precedes problem-solving and decision-making meetings. 74 Information Sharing/Gathering ( 1 of 7) Meetings r

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98 Planning/Strategizing (5 of 5) Meetings r 1. Identify and review the action steps to be accomplished in order to implement an idea. 2. Ask for volunteers. 3. Assign the remaining items. 4. Request realistic completion dates. 5. Summarize the action register. 4. Express your confidence. Action Steps: Planning/Strategizing

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Only 22% of all meetings are rated as extremely productive by participants. 100 Tips & Techniques Meetings r

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101 Make It Your Best Meeting Meetings r Establish goals. Control interruptions. Manage time well. Follow meeting Tips.

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6 Choose a location suitable for your group's size. Small rooms can get stuffy and create tension when filled with too many people. Larger rooms are more comfortable and encourage individual participation. 112 Before The Meeting (3 of 5) Meetings r

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3 Keep conversation focused. Stay on track, and request only constructive and non-repetitive comments. Tactfully end discussions when they are going in circles, getting nowhere or becoming destructive or unproductive. 120 Running Effective Meeting (3 of 7) Meetings r

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4 Keep minutes for the meeting as a future reference in case a question or problem arises. 121 Running Effective Meeting (4 of 7) Meetings r

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6 Conduct a periodic evaluation of your meetings. Note areas to be analyzed and improved. Create or use a sample meeting evaluation. 130 After The Meeting (6 of 6) Meetings r

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136 Common Scheduling Problems (4 of 10) Meetings r 4 A meeting location is specified, then changed in another memo. Participants who do not receive the second message end up at the wrong location.

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137 Common Scheduling Problems (5 of 10) Meetings r 5 So many messages are circulating about a proposed meeting. Now there is even confusion about what, when, where and if there is a meeting is.

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