OH 10-1 Agenda Review Your Learning – Chapter 9, page 221 Article Reviews – Problem Solving Chapter 10 – Planning & Conducting Effective Meetings Test.

OH 10-1

Agenda

Review Your Learning – Chapter 9, page 221

Article Reviews – Problem Solving

Chapter 10 – Planning & Conducting Effective Meetings

Test Your Knowledge

OH 10-2

Planning and Conducting Effective Meetings

Hospitality and Restaurant Management

0OH 10-2

1

OH 10-3

Chapter Learning Objectives

Identify different meeting types.

Describe steps in planning a meeting, including its agenda.

Identify ground rules for successful meetings.

Describe steps to conduct meetings.

OH 10-4

Meetings Can Be Unpopular

Participants are unprepared.

Many meetings are too long.

People are not focused; others are disruptive.

Information is confusing.

Many people do not say what they think.

OH 10-5

The Manager and Effective Meetings

The manager must be prepared for meetings.

To be prepared, the manager must effectively plan meetings.

OH 10-6

Types of Meetings

Information meetings

Problem-solving meetings

Brainstorming meetings

Action meetings

OH 10-7

Steps in Meeting Process

OH 10-8

Meeting Objectives

Business objectives should be identified.

Feedback should be obtained from managers and employees who will attend the meeting.

OH 10-9

Developing the Agenda

Agenda—topics to be covered at a meeting

Meeting “basics”

Meeting objectives

Agenda topics

Time frames for each agenda topic

Concluding activities

OH 10-10

Meeting Warm-Up Activities

Quick, interactive activity to prepare attendees to focus on the meeting and its objectives

Examples Introductions

Team-building activities

Training activities

OH 10-11

Premeeting Activities and Assignments

What, if any, preactivities or assignments must be completed?

Should the activities be completed before or during the meeting?

How much time and what materials and instructions will be required for the preassignments?

OH 10-12

Scheduling the Meeting

A carefully planned agenda will indicate the time required for the meeting.

When scheduling, consider available times of those who must attend.

Meet during slow business volume times.

OH 10-13

How Would You Answer the Following Questions?

1. Meeting objectives should be planned (before/after) employees to attend the meeting are identified.

2. Every meeting will require pre-meeting activities and assignments. (True/False)

3. Agendas (are/are not) required for “routine” meetings.

4. Employees who will attend a meeting (should/should not) provide input about it.

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Conducting Meetings

Careful planning for this meeting will not be wasted if the manager properly conducts it.

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Responsibilities of the Meeting Facilitator

Determining whether topic discussion should continue or should be addressed later

Keeping track of allowed time

Refocusing the group, if necessary

Remaining neutral when managing the discussion of sensitive topics

Preventing meeting domination by any person

Bringing closure to agenda topics

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Tactics for a Successful Meeting

Arrive early.

Use a sign-in sheet.

Start on time.

Use and follow an agenda.

OH 10-17

Tactics for a Successful Meeting continued

Understand the purpose and objectives of the meeting.

Identify action items and assignments.

End on time.

Use evaluation information for improvement.

OH 10-18

Ground Rules for Meetings

Examples

Promptness

Conversational courtesies

Breaks

Interruptions

Rotation of routine tasks

Question and answer periods

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Focus on Agenda Items

Each agenda item should be considered, and, if necessary, action items should be identified.

Action items should be assigned to someone who must complete the assignment by a deadline.

OH 10-20

Closing the Meeting

All action items should be identified and reviewed to assure that there are no misunderstandings about responsibilities.

A schedule for the next meeting should be established.

The facilitator should summarize the meeting.

OH 10-21

Meeting Evaluation

Purpose—determine what worked well and change things that did not.

Evaluations can be written or oral.

Evaluations should be short and concise.

OH 10-22

Meeting Minutes

Minutes should focus on three types of information: Decisions made

Action items

Open “parking” lot issues

OH 10-23

How Would You Answer the Following Questions?

1. A manager does not need to facilitate each meeting. (True/False)

2. Managers should establish ground rules for meetings. (True/False)

3. Pre-agenda items should be action items. (True/False)

4. Minutes should be circulated within two weeks of the meeting date. (True/False)

OH 10-24

Key Term Review

Action item

Action meetings

Agenda

Brainstorming meetings

Call/emergency meetings

OH 10-25

Key Term Review continued

Facilitator

Ground rules

Information meetings

Meeting

Minutes

OH 10-26

Key Term Review continued

Next steps

Parking lot

Planning

Problem-solving meetings

Warm-up activity

OH 10-27

Chapter Learning Objectives—What Did You Learn?

Identify different meeting types.

Describe steps in planning a meeting, including its agenda.

Identify ground rules for successful meetings.

Describe steps to conduct meetings.