5/23/2018 EffectiveMeetingManagementCapgemini-slidepdf.com http://slidepdf.com/reader/full/effective-meeting-management-capgemini 1/15 Effective Meeting Management
Oct 13, 2015
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Effective Meeting Management
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Goals of this module
To discuss meeting management concepts and rolesplayed by work team members to ensure effectivemeeting outcomes
Teach you the tools and techniques of effectivemeeting management
To understand one of our critical differentiators indelivering to clients
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Regardless of your role, you are judged onhow you handle a meeting
TimeManagement?
Managerial /Leadership
Skills?
ExecutivePresence?
Problem
SolvingCapabilities?
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We participate in all types of meetings
Kick-off Project coordination
Programme update
Close-out
Briefing
Coaching
Mobilisation events
Brainstorming sessions
Steering group meeting Performance review
Decision making
Validation
Gathering information
Sales meeting
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Depending on the objectives, meeting require theright amount of presentation and facilitation skills
Source: How to Lead Work Teams: Facilitation Skills,Fran Rees.
Lecture / Presentation
FacilitatingPresenting
80%
20%
80%20%
50%
50%
Decision making
Problem-solving
Brainstorming
One-wayinformation sharing
Two-waysinformation sharing
Mobilisation
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A minimum of three roles is required to runa successful meeting
Additional roles canbe assigned
Time Keeper
Experts
Decision Maker
Observer
Bad Guy
RESOURCES
FACILITATOR
LEADER
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Meeting roles: Leader
Owns the meeting sets the objectives Determines the participants
Provides support, information, and resources
Sets the tone
Encourages creativity
Makes decisions
Demand serious preparation, attention, and effort
Set high, but reasonable and achievable expectations
Speak in terms of we instead of I
Make the team realize that the task is important
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Meeting roles: Facilitator
Guides the process Make it safe for everyone to participate
Records group ideas and decisions
Monitors time contract
Brings team back on-track when needed
Helps headline and clarify ideas
Aids team performance
Provides feedback
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Meeting roles: Resource / Team member
Generates ideas and recommendations Adheres to the agenda
Practices good meeting behaviours
Completes assigned tasks
Participates actively
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Steps to an effective meeting
Plan
Do
Review
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The majority of project time should bespent in the plan and review activities
MeetingPreparation
PLAN
ConductMeeting
DO
MeetingFollow-Up
REVIEW
Objectives and agenda
determined Content AND process
planned
Determine appropriateplayers
Roles and responsibilitiesdefined
Key contributors pre-positioned
Logistics arranged
Any potential barriers /personality / agenda clashesidentified
Carry out the agenda
Ensure all participantscontribute and recordgroup thinking
Practice good meetingbehaviour
Bring to closure withnext steps,
accountabilities andtimetables
Benefits and concerns
Bring diaries
Debrief immediately and
evaluate effectiveness Compare your meeting
results with your agenda andobjective(s)
Publish and circulate nextsteps
Follow-up on next steps
Incorporate benefits andconcerns in next meetingplan
40% 20% 40%
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Effective meetings require rigorousprocess management
Follow the agenda Record group thinking
Practice good meeting behaviours
Encourage participation
Identify next steps
Capture benefits and concerns
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The agenda is your most powerful tool
Helps you prepare Communicates
expectations andobjectives
Provides amechanism for orderand control
Limits the tasks
Limits the participants
Measures success /failure of meeting
Guidelines for an effectiveagenda
Identify the time, date, placeand participants
Describe your objectives
Tell the participants how toprepare
Set time limits
Schedule items in optimal
order Distribute in advance
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"Let me build on that"
"Help me understand"
"Could you say more"
"I wish I knew "
"How to "
"What I heard you say"
Meeting Dos
Participate openly
Focus on the problem, not the person
Listen actively to what others have to say
Rephrase and summarize contributions
Take a "how to do it" rather than "why do it"attitude
Be positive no idea is a bad idea
Headline issues no war stories
Build on others' ideas
Use H2 (how to) and IWIK (I wish I knew)
Stick to the agenda and to time contract Look for win-win situations
One meeting at a time
Make it enjoyable for everyone
Post ing groun d rules on the wal l re inforces the group
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Meeting Donts
Come with a hidden agenda Have side conversations or meetings
Ramble
Lob "grenades" or launch "missiles"
Look for the "fatal flaw"
Violate time contracts
Fall asleep
Drag participants into "lose-lose" situations
Use meet ing grou nd rules to overcome behaviours