EFFECTIVE MEETINGS
LEARNING OBJECTIVE
By the end of this session, you will be able to:
Identify when meetings are essential List the key steps to prepare for a meeting Understand the different team roles that affect meetings Use different facilitation techniques
What is your reaction when someone says Lets schedule a meeting?
REASONS FOR MEETINGS
Activity - What are the effects of productive and unproductive meeting?
Before the Meeting
IS THIS MEETING NECESSARY?
Decide this before the meeting
Substitute a survey, memo, election, or executive decision
MEETING GOALS AND OBJECTIVES
Create meaningful and achievable goals
Define the meetings purpose
Should the meeting happen at all? Who should participate? How do I structure the agenda? What logistics need to be addressed?
State what you hope to come out of the meeting Use goals and objectives as yardsticks Define actual level of input
ACTIVITY 1.1
Improve the following meeting objectives to make them more SMART
Start the planning process for upcoming projects. Discuss reducing T&E costs.
Catch up.
Review recent quarter
IDENTIFY THE MEETING PARTICIPANTS
Include all stakeholders
Watch for accidental inclusions or exclusions Check if participants will help you achieve your goals and objectives
INVITE THE MEETING PARTICIPANTS
Formally invite the participants
Set an appropriate time and location Extend the invitation in a timely manner
Include a meeting summary
Clearly display the time, date, and location Allow the participants to comment on the agenda if time permits
THE AGENDA
Develop the Meeting Structure
Components of the Agenda Allocate Time for Each Agenda Item Develop a Printed Agenda
LOGISTICS
Find the Best Possible Meeting Room
Organize the Meeting Supplies Set Up the Meeting Room
ACTIVITY 1.2
It has been decided that your company will now be having an annual summer outing in each country. Employees will form project teams to put this together, with a different group of employees doing this each year. You are the first project team for the India event. In small groups, plan your first meeting 1.
2. 3.
What should be the goals and objectives for this meeting?
Who should be invited? Where should the meeting be held?
4.
5. 6.
Develop an agenda
When will it happen, and how long will it take? What will you need to have in there?
During the Meeting
THE FACILITATOR
Directive and Nondirective Styles
Skills of the Successful Facilitator
DIRECTIVE AND NONDIRECTIVE STYLES
A directive style is one in which the leader assumes major
decision-making role and actively controls group discussion. A non-directive style is more democratic and flexible. This
allows participants to have maximum say in the direction and
outcome of the discussion.
SKILLS OF THE SUCCESSFUL FACILITATOR
Animator Gets everyone involved
Navigator Keeps the focus Interpreter Restates comments Problem Solver Test differences and commonalities
Understanding and Managing Group Dynamics
GROUP DYNAMICS
Norms
Roles Power and Influence Cohesion Interaction Consensus
TECHNIQUES TO GAIN INPUT
Brainstorming
Idea Cards Tapping Personal Experience
DECISION MAKING TECHNIQUES
Goal Identification
Advantages and Disadvantages Point Allocation
CONFLICT RESOLUTION TECHNIQUES
Neutral Third Party
Break Out Groups Take a Break
Recording
IMPORTANCE OF RECORDING
Provides a Real-time Meeting Record
Assures Participants That Theyre Being Heard Helps Organize and Analyze Ideas Supports the Meeting Process
RECORDING TOOLS
Paper, Flip Chart, or White Board
Pen, Markers, or PC Tape Post-its Camera
Closure
ENDING THE MEETING
Review the Meeting Results
Identify the Next Steps Acknowledge a Job Well Done Gather and Organize the Meeting Data
ACTIVITY 2.1
Divide the group into 4 teams
Each team is give a meeting situation and each participant picks up a cue card describing a certain role they need to enact Teams should keep in mind the points discussed about conducting effective meetings while role playing and come up with action items in the stipulated time given to them.
