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Chairing Meetings Efficiently

Presented by: MF

Date: 05.05.2011

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Agenda

Cremes internal meetingmodel

5 minutes

Meeting purposes,objectives and structure

5 minutes

How to set up a meeting 10 minutes

Meeting tips 5 minutes

Meeting benefits 5 minutes

Summary and discussion 15 minutes

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Aim of Presentation

To identify ways to make meetings within Creme

more effective and efficient.

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Our Current Internal Meeting Model

9.30am Nutrition SCRUM 9.50am Gemini SCRUM

Weekly meetings with line Managers Project based meetings- Gemini, Food4Me etc. Prospect based meetings- Kick off preparations We have a clearly focused model with different

objectives set for each type.

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Meetings for Different Purposes

The daily checkin

5 Minutes Stand up

The weeklytactical

45-90minutes

Progress

review

The monthlystrategic

2 hours pertopic

Analyze

Debate Decide

The quarterlyoff-site review

1-2 days Holistic Long term

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Meeting Objectives

Plan

Gather information

Generate ideas Give feedback

Find solutions

Reach agreements

Decide on outcomes for each agenda item

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Structure for Conducting EfficientMeetings

1. Set a time that works

2. Set an agenda, take minutes and attendance

3. Appoint a time keeper

4. Distribute any written material in advance

5. Set up time to summarise- Reconfirm tasks, next dates and decisions made

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Setting up a Meeting

Do you know the purpose of themeeting?

Do you know the difference infunction between the different

teams present? Are you aware of the objectives

or the expected outcome thatshould happen at the nextmeeting?

POST: Purpose, Objective,

Scope, Time POSTAD TV: Priorities,

Outcomes, Sequence, Timings,Agenda, Date, Time, Venue

To make our meetings moreeffective, we need to have

multiple types ofmeetings, and clearly

distinguish between thevarious purposes,

formats, and timing ofthose meetings.

-Patrick LencioniDeath by Meeting

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How to set up a Meeting.......

Define aPurpose

The reason to plan a meeting Expected outcome Invite key people

Prepare anagenda

List items for discussion Timings Accountability

Set up themeeting

Use of calendar Availability of all participants- acceptance or non-acceptance Link with external participants Atool for clear communication throughout

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Meeting Logistics

Make sure the room is a comfortable area Able to see and hear

Nice temperature

Reserved for an agreed date and time (email) Send out meeting reminders and agenda in advance

Check other needs; TV, overhead projector,flipcharts, refreshments etc..

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Meeting Decisions

Stay on the agenda item

Allow both sides the opportunity to dispute

If you disagree with a decision, dont stay quiet State your concerns courteously, clearly and constructively

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Benefits of Effective Meetings To save time

Increase motivation and productivity

Solve problems quickly Create new ideas and initiatives

Carries more meaning compared to written word

Ensures better use of resources

Spread accountability

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Efficient Meetings Summary

Purpose

Plan

Communicate Time

Focus

Next actions recap

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Questions?

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