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CONDUCTING EFFECTIVE MEETINGS Centre for Growth Alternatives A-17/1 DLF, Phase 1, Gurgaon
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Page 1: Conducting Effective Meetings-ppt

CONDUCTING EFFECTIVE MEETINGS

Centre for Growth AlternativesA-17/1 DLF, Phase 1, Gurgaon

Page 2: Conducting Effective Meetings-ppt

Functions of a Meeting• Define a team or group – those present belong to it• Is a place where group revises, updates, and adds to what it knows

and creates a shared pool of knowledge and experience – increases the speed and efficiency of all communications, increases creative power, improves quality of decisions

• Helps every individual to understand collective aim of the group and the way his or everyone else’s work contribute to success

• Creates a commitment to decisions and objectives it pursues – decisions taken carry higher authority particularly higher management

• Only time when leader is ever perceived as guiding his team rather than doing the job

• It is a “Status Arena”.

Page 3: Conducting Effective Meetings-ppt

Types of Meetings• The Assembly – 100 or more assemble to listen

to the speaker

• The Council – 40-50 assemble basically to listen to the speaker but ask questions and make comments

• The Committee – 10-12 all of whom speak on an equal footing under the guidance and control of a leader (4-7 generally considered ideal).

Page 4: Conducting Effective Meetings-ppt

Objectives That Meetings can Achieve• Informative –digestive e.g. progress reports, project

status• Constructive –originative e.g. something new to be

devised Policy, Strategy, Target, Plan (importance is to the knowledge and ideas)

• Executive responsibilities – “how shall we do it” function – executive responsibility distribution for different components of the task ( importance to responsibility for implementing the plan

• Legislative framework – changing organization structures, systems, rules, routines and procedures

Page 5: Conducting Effective Meetings-ppt

4 Meeting Roles• Leader – establishes the meeting objectives, plans and is

responsible for the overall direction of the meeting

• Facilitator – manages how people work together in a meeting, clears up conflicts and solves problems to keep the meeting moving along

• Recorder – keeps track of vital information from the meeting and keeps it visual, checks information accuracy and makes it available to all concerned.

• Participants – a group of individuals with a variety of skills, talents and personalities who participate to generate ideas, analyze information, make decisions and implement action plans

Page 6: Conducting Effective Meetings-ppt

3 Essential Meeting Stages• Preparing for the meeting – planning,

preparation and legwork

• Conducting the meeting – generate ideas, make decisions and ask questions

• Evaluating the meeting – using effective techniques for improvement, searching for areas of improvement and making necessary changes

Page 7: Conducting Effective Meetings-ppt

Preparing for the Meeting• LEADER

– Schedules meetings– Prepares the agenda – defines objective, venue, attendees, assign roles, and

action points– Clarifies the participants roles and responsibilities

• FACILITATOR– Reviews agenda and action plans from previous meeting– Completes from any necessary preparation– Works with the leader on logistics

• RECORDER– Reviews agenda and action plans from previous meeting– Completes any necessary preparation

• PARTICIPANTS– Review agenda and action plan from previous meeting– Complete necessary preparation like collecting data and facts etc

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Preparing Agenda• Define precisely what is to be covered

• Order of items – start with important and urgent (everyone’s interest and concern should come later, ideas likely to unite rather than divide come first)

• Remember attention lag sets in after first 15 to 20 minutes, very few meetings achieve anything of value after 2 hours

• Desirable to mark each item – for information, for discussion, for decision

• Circulate in 2-3 days in advance unless supporting papers are voluminous

• Attach background or proposal papers in advance

Page 9: Conducting Effective Meetings-ppt

Conducting the Meeting• Leader

– Starts the meeting on time– Clarifies roles and establishes ground rules and guidelines– Participates as a group member– Follows the agenda– Retains power to stop what’s happening and changes format – pushes for accountability– Summarizes key decisions and actions

• Facilitator– Focuses the group on the same issue regulating discussion “traffic”– ensures participation and monitors time spent on each item in the agenda– Suggests alternate methods and processes– Deals with problem people and protects people and their ideas from attack– Remains neutral during disagreements

• Recorder– Captures ideas visually without editing or paraphrasing, tracks all information– Produces meeting minutes

• Participants– Know the purpose ,confirm attendance and attend on time– Keep an open mind and avoid premature judgments– Active involvement , follow ground rules and share useful ideas – Help to ensure group consensus

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Ground Rules• Do not interrupt when another person is speaking

• Do not criticize the ideas of others

• Build and the ideas shared by others

• Remain open-minded and nonjudgmental

• Start and end meetings on time

• Everyone participates, no one dominates

• Make compromise when necessary

• Stick to the agenda and time frames

• Let the facilitator enforce the ground rules strictly

Page 11: Conducting Effective Meetings-ppt

Close Meeting When?• The meeting objectives are met• Additional data is needed before progress can be made• The meeting needs the expertise of people not present • Participants need additional time to access the subject or discuss

with others• Changing events are likely to alter the decision• There is not enough time to treat the subject matter properly• A sub-group or task force can resolve the issue for effectively than

the current meeting format• Heightened tension inhibits constructive progress toward meeting

objectives

Page 12: Conducting Effective Meetings-ppt

Evaluating the meetingPARTICIPANTS EVALUATION FORM # 1

Leader Meeting Date

Please rate the degree to which you agree with each statement (mark appropriate response)

very low degree

moderate degree

very high degree

1 Meeting participants had a chance to openly express opinions and ideas 1 2 3 4 5

2 Meeting participants listened to each other 1 2 3 4 5

3 Meeting participants seemed satisfied with group's decision 1 2 3 4 5

4 Meeting participants stayed focused on the agenda items 1 2 3 4 5

5 The leader was prepared for the meeting 1 2 3 4 5

6 Meeting participants were prepared for the meeting 1 2 3 4 5

7 Meeting participants seemed clear about action item responsibilities 1 2 3 4 5

Comments / Suggestions

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PARTICIPANTS EVALUATION FORM # 2

Leader Meeting DatePlease list (openly and honestly) specific examples of what you feel went well (+'s) during the meeting and what did not go so well (-'s).

(+'s) (-'s)

Liked being involved could have spent less time on the meeting

like the ground rules need to better manage people who dominate the conversation

like stickig to the agenda

like the idea of the facilitator

happy about the solutions

like the selection process

Additional Suggestions

Page 14: Conducting Effective Meetings-ppt

The flip side

• Dilute authority

• Diffuse responsibility

• Delay decisions

• Waste everyone’s time