Effective meetings

Presented By: Mahmoud Ghoz

Agenda

• The problem with meetings.• The cost of the meeting.• Why Meetings Matter?• Five-Stages process for facilitating

meetings (PIPSR steps)• Last word• Free talk

The problem with meetings

• Research on the top 4 timewasters in order of significance:– Telephone interruptions

The problem with meetings

• Research on the top 4 timewasters in order of significance:– Drop-in visitors

The problem with meetings

• Research on the top 4 timewasters in order of significance:– Meetings

The problem with meetings

• Research on the top 4 timewasters in order of significance:– Crises

The cost of the meeting

• Multiply the salary of each person by the time spent and arrive at a dollar cost of the meeting. In addition, add the cost of the time of the leader plus the direct costs of the facilities, materials, aids, food, and so forth.

Why Meetings Matter?

• What do you think you attend all these meetings?

• Can we just replace those meetings with any other mean?

• Are we just wasting our time?

PIPSR steps

Plan• Establish a clear purpose for the meeting.• Confirm the necessity of the meeting. • Invite the right people.• Explain what will be discussed and why.

PIPSR steps

Inform• Give sufficient details• Have a logical order• Allocate appropriate time slots for each

item based on importance, not urgency.

PIPSR steps

Prepare• Your objectives• Your contribution• Questions• Homework• Actions• Authority• Consultation

PIPSR steps

Structure and control• Making sure that evidence comes before

interpretation and interpretation comes before decisions.

• Keep the stages separate.• Prevent people from jumping to the next

stage or going back over old ground.

PIPSR steps

Tips for beginning the meeting• Start on time• Set the tone of the meeting – formal or

casual.• Introduce new team members or visitors• State the objectives and agenda• Assign timekeeping and minutes

responsibility.

PIPSR steps

Tips for conducting the meeting• Keep the meeting focused on agenda

items.• Control interruptions professionally.• Remain focused on objectives throughout.

If other topics come up not on the agenda, add them to a future agenda

• Give breaks as needed

PIPSR steps

Tips for conducting the meeting• Encourage participants to ask questions

and share opinions.• Engage team members that don’t speak a

lot.• End the meeting on time.

PIPSR steps

Summarize and Record• Summarize and record decisions and

actions points.• Note the name of the person responsible

for action items and follow up as needed.• Review feedback about the meeting and

improve it.• Evaluate yourself.• Distribute the minutes.

Last word

• Unite the Group• Focus the Group• Mobilize the Group

Free Talk

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