Conducting Productive Meeting

8/8/2019 Conducting Productive Meeting

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Overview and introduction.Overview and introduction.

Importance of anImportance of an ProductiveProductive meeting.meeting.

Planning a meeting.Planning a meeting.

Conducting a meeting.Conducting a meeting.

Participating a meeting.Participating a meeting.

Follow up workFollow up work..


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xx Meeting process has impact on outcome.Meeting process has impact on outcome.

Managing meeting is a set of skill.Managing meeting is a set of skill.

Therere many types of meeting.Therere many types of meeting. An expensive activity.An expensive activity.

Tend to be often overlooked.Tend to be often overlooked.

All meeting basic are the same.All meeting basic are the same.


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To accomplish objective/s.To accomplish objective/s.

To exchange & convey information.To exchange & convey information.

ToTo organiseorganise & coordinate work.& coordinate work.

To solve problem.To solve problem.

To make decision/sTo make decision/s

To brainstorm & get new idea/s.To brainstorm & get new idea/s.

To collaborate interagency work.To collaborate interagency work.


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I. Primary decision.I. Primary decision.

II. Who does what?II. Who does what?

III. The agenda.III. The agenda.

IV. PreIV. Pre--meeting preparation.meeting preparation.


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ContentContent vsvs ProcessProcess

A.A. The ContentThe Content

1. Is there a need for a meeting?1. Is there a need for a meeting?

2. Determine what needs to be covered?2. Determine what needs to be covered?3. If theres nothing to make decisions,3. If theres nothing to make decisions,

etcetc, then theres no need for a meeting., then theres no need for a meeting.


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B.B. The ProcessThe Process

1. Figure out how best to cover those items?1. Figure out how best to cover those items?2. Do we need/want to :2. Do we need/want to :

-- convey information?convey information?

-- have an open discussion?have an open discussion?

-- make decisions?make decisions?-- brainstorm new ideas?brainstorm new ideas?

-- or have a combination of any theor have a combination of any theabove?above?


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The CompleteThe Complete OrganiserOrganiser

1. Advisor1. Advisor

2. Chairperson2. Chairperson

3. Neutral facilitator3. Neutral facilitator

4. Facilitative leader4. Facilitative leader5. Secretariat5. Secretariat

6. Presenter6. Presenter

7. Participant7. Participant

8. Time keeper8. Time keeper

9. Recorder9. Recorder

10. Note taker10. Note taker

11. Observers11. Observers12. Technicians12. Technicians

13. Cleaner13. Cleaner

14. Server14. Server


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A. Purpose of an agendaA. Purpose of an agenda

1. A roadmap leading to destination.1. A roadmap leading to destination.

2. To have participants the correct2. To have participants the correctmindset.mindset.

3. To keep on track, allocate & save time.3. To keep on track, allocate & save time.

4. To have a clear purpose & focus.4. To have a clear purpose & focus.


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B. Elements of an agendaB. Elements of an agenda

1. Concise & written.1. Concise & written.

2. Consist list of topics/items.2. Consist list of topics/items.

3. Presenter.3. Presenter.

4. Realistic time frame.4. Realistic time frame.

5. Indicate requirement.5. Indicate requirement.


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1. Minutes of previous meeting.1. Minutes of previous meeting.

2. Summary of past actions.2. Summary of past actions.

3. Review of progress.3. Review of progress.4. Action items.4. Action items.

5. Problem solving.5. Problem solving.

6. Task assignments.6. Task assignments.7. Other Business.7. Other Business.

8. Reminder of next meeting.8. Reminder of next meeting.


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Date & Time.Date & Time. Identify & Confirm Venue.Identify & Confirm Venue.

ParticipantsParticipants -- identify, invite & informidentify, invite & informthem.them. Minutes, agendas & working papers.Minutes, agendas & working papers.

EquipmentsEquipments/Logistics./Logistics.

Refreshments.Refreshments. Transportation.Transportation. Lodging.Lodging.

PrePre--meeting discussionmeeting discussion


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I. The Chairperson.I. The Chairperson.

II.II. Facilitating decision.Facilitating decision.

III. Ground rules.III. Ground rules.

IV. Handling participants.IV. Handling participants.


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A. GeneralA. General

Meetings are conducted by a supervisor.Meetings are conducted by a supervisor. Stay out in front if you intend toStay out in front if you intend to

lead/chair.lead/chair.

Can delegateCan delegate -- dependent on meeting.dependent on meeting.

Start on time and end on time.Start on time and end on time. Ask for suggested agenda addition.Ask for suggested agenda addition. State your role at the beginning.State your role at the beginning.

State what authority a group will haveState what authority a group will have


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B. Main FunctionB. Main Function

1. Task function1. Task function

Keep the discussion on target.Keep the discussion on target.

Inform and enforce Inform and enforce groundrulesgroundrules.. Get focus.Get focus.

Ensures action are assigned & follow up.Ensures action are assigned & follow up.


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2. Maintenance function2. Maintenance function

Make sure everyone gets heard.Make sure everyone gets heard.Make sure people needs are met.Make sure people needs are met.

Maintains control of the meeting flow.Maintains control of the meeting flow.

Handle & control participant/s well.Handle & control participant/s well.Maintain momentum.Maintain momentum.

Reach closure.Reach closure.


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Pick one challenge at a time.Pick one challenge at a time.

Focus where things went wrong.Focus where things went wrong.

Understand the problem, not assign blame.Understand the problem, not assign blame.

Brainstorm potential proposals/solution.Brainstorm potential proposals/solution. Encourage tentative comment.Encourage tentative comment.

Discuss pros and cons of different approaches.Discuss pros and cons of different approaches.

Use analysis techniquesUse analysis techniques SWOTSWOT..

Find out where people agree and disagree.Find out where people agree and disagree. Assign further studies.Assign further studies.

Announce how & when decisions will be made.Announce how & when decisions will be made.


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MEETINGMEETING AnalyseAnalyse & Understand& Understand

Potential ProposalPotential Proposal

Potential SolutionPotential Solution

DecisionDecision

ImpasseImpasse


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Only one person speaks at a time.Only one person speaks at a time. No smoking in meeting room.No smoking in meeting room.

No private/side conversation.No private/side conversation. Dont interrupt each other.Dont interrupt each other.

Everyone participates.Everyone participates. Listen as an ally.Listen as an ally.

Bio breaks as needed.Bio breaks as needed. Get closure and move forward.Get closure and move forward.

Start and end on time.Start and end on time. Speak or ask direct to the point.Speak or ask direct to the point.


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A. The talker.A. The talker.

Likes to hear their own voice.Likes to hear their own voice. Joins just about all topics.Joins just about all topics.

Wastes time for everybody.Wastes time for everybody. Drags meeting at length.Drags meeting at length.

Politely make sure everyone knows thatPolitely make sure everyone knows thatits okay to speak about an issue, but noits okay to speak about an issue, but noone likes unnecessarily long meetingone likes unnecessarily long meeting


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B. The belligerent.B. The belligerent.

Just doesnt agree with anyone.Just doesnt agree with anyone. Explaining means yelling & scream.Explaining means yelling & scream.

Puts everyone on the defensive.Puts everyone on the defensive. Not willing to listen.Not willing to listen.

Not willing to compromise.Not willing to compromise.

Let him/her be the chairperson or tell Let him/her be the chairperson or tellhim/her firmly of the poorhim/her firmly of the poor behaviourbehaviour..


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C. TheC. The sleeper.sleeper.

SuddenlySuddenly joins midway.joins midway.

Makes nosy noise.Makes nosy noise.

Talk with the sleeper to stay awake inTalk with the sleeper to stay awake infuture or station somebody nearfuture or station somebody near

him/herhim/her


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D. The interrupter.D. The interrupter.

Always jumps in conversation.Always jumps in conversation. Cant wait his/her turn to speak.Cant wait his/her turn to speak.

Always his/her interruption is irrelevant.Always his/her interruption is irrelevant.

Discuss, suggest, nice, and Discuss, suggest, nice, andunembarrasingunembarrasing ways that you can helpways that you can helpovercome his/her personality trait.overcome his/her personality trait.


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E. The wanderer/sideliner.E. The wanderer/sideliner.

Goes Off on a tangent.Goes Off on a tangent.

Takes everyone to his trip.Takes everyone to his trip.

Its best to take this discussion later Its best to take this discussion laterperhaps during coffee break orperhaps during coffee break or

handle ithandle it offoff--lineline


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Good communication skillsGood communication skills

ListeningListening

Speaking/ContributingSpeaking/Contributing

DisagreeingDisagreeing


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Additional TipsAdditional Tips

BeBe preparedprepared..

LookLook confidentconfident andand interestedinterested..

ConsiderConsider wherewhere youyou sitsit..

BeBe coolcool..


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Minutes of meeting.Minutes of meeting.

Meeting summary.Meeting summary.

Action taken.Action taken.

Meeting evaluation.Meeting evaluation.

PostPost--mortemmortem


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Documents

Conducting Productive Meeting