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CONDUCTING EFFECTIVE MEETINGS
Case Studies
Difficult Meetings
Meeting Basics ReviewOVERVIEW
Session Learning Objectives: Conducting Effective Meetings
Understand the basics of meeting management
Understand the sources of difficult meeting
Understand how to manage difficult meetings
CONDUCTING EFFECTIVE MEETINGS
Case Studies
Difficult Meetings
Meeting Basics Review
WHY HAVE A MEETING
Have a meeting when absolutely necessary Before you have a meeting ask yourself
Can you achieve your goal in some other way Will a phone call take care of it Will a face to face conversation take care of it Can I accomplish it with an email
TOP 7 PET PEEVES
No Agenda Late start Meeting wanders Too long Wrong people there Someone dominates meeting No follow up
PARLIAMENTARY PROCEDURESROBERTS RULES OF ORDER
Fundamentals = Order, Speed and Fairness,Courtesy and Respect are essentialBasic Principles Quorum (50%+) must be present to act Majority has the right to decide an action but the
rights of the minority must also be protected Full and free discussion is a basic right of all members Only one question on the table at a time Member must be recognized by the chair Speak once, wait, speak twice No personal attacks or questioning of the motives of a
member
MEETING SIZE
SMALL VS. LARGE
Small Generally 3 to 5 individuals Allows for good communication between
individuals Eliminates side conversations among individuals Good Chance for problem solving Provides for good feedback All participants are active
Large
Generally 10 or more Provides for greater diversity Does not always allow participation from the entire
group Often individuals will be silent letting a small number
dominate the conversation Side conversations tend to occur more often All participants need to take turns speaking and
when not speaking, actively listen to the one speaking
CONDUCTING AN EFFECTIVE MEETING
There are 4 Phases to consider for your meeting
1. Plan the Meeting2. Setting up the Meeting3. Running the Meeting4. Following up on the Meeting
PLANNING THE MEETING
Determine the Goals of the Meeting Decide who needs to be there Do your homework Plan with others Good Agenda counts. Keeps you on track Length of meeting is appropriate
SETTING UP THE MEETING
Set a Start and End Time and follow it Send material out in advance to all
those attending If someone is presenting make sure
they know it in advance – include in agenda
Proper meeting space Have informal time before/after the
meeting
RUNNING THE MEETING
Do introductions Go though the agenda Encourage participation Keep the discussion on track Provide open and free conversation If there is conflict - focus on the issue Make assignments with due dates Summarize what has been discussed Follow up
FOLLOWING UP ON THE MEETING
Get feedback from members on the meeting Make follow up calls or follow up actions Summarize the meeting
Make sure action items are listed and who is responsible
Send out to all those in attendance
CONFERENCE CALLS
Designate note taker Identify yourself when you speak Call on those that are silent Poll all to get agreement Solicit feedback Finish with assignment review and
TO DO LIST
CONTRIBUTIONS YOU CAN MAKE
Be an active participant Pick a topic and provide input Procedural Suggestions Content Suggestions
GOOD MEETINGS Organized / Structured There is preparation Advance information sent out Start on time Length of meeting is appropriate Conversation free & open Follow up
Everyone at the meeting is responsible for making
the meeting a success.
CONDUCTING EFFECTIVE MEETINGS
Case Studies
Difficult Meetings
Meeting Basics Review
SOURCES OF DIFFICULT MEETINGS
Failure to employ basic meeting management
Schemes and hidden objectives Conflicting personalities in the meeting Political agendas and outside influences
from superiors of those at the meeting Etc.
SCHEMES AND HIDDEN OBJECTIVES Preparation Try not to pick sides Involve the group If its not related to the Mission, understand
the concern and defer to another time Integrity vs. reality
CONFLICTING PERSONALITIES
Stay focused on issues not personalities Confront the conflict Get participation from others
POLITICAL AGENDAS
Have your ear to the ground ahead of time
Know how much power you have and don’t have
Try not to burn bridges Stay legal
Managing Difficult Meetings Use the agenda as ground rules Have the group decide Be honest Courage and Good Humor – Your running
it Focus on the mission Accept, deal, or defer to the group Take a break
CONDUCTING EFFECTIVE MEETINGS
Class Participation – Anyone have a story
Difficult Meetings
Meeting Basics Review