CONDUCTING A EFFECTIVE MEETING

MEETING PREPARATION

Continuous Cycle Preparation Conducting a meeting Follow-up to meeting

Pawan Kumar Singh

INFORMATION GATHERING

n Collect ballot resultsn Review correspondencen Review minutes and action

items from previous meetingn Contact TG chairmann Review jurisdiction listn Contact staff managern Prepare agenda

Essential Questions

What are some characteristics of effective meetings?

What structures and processes can be used by teams to ensure that their meetings are effective?

What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings?

Pawan Kumar Yadav

Tips for Leading Effective Meetings

Effective Meetings Need to Have:

Good structures Good processes Good leadership/facilitation

Creating Productive Processes

Use agendas with timelines Have the group agree on the agenda ahead of time, or Come with a partial agenda and ask for input If there’s too much to do, prioritize and stick to your timelines

Use roles and share them when possible Typical roles include: facilitator, recorder, timekeeper The facilitator’s role can be shared, even if there’s one “official” leader Shared roles help to create a sense that all members are equally valued

Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills

Build in processing time to discuss what the group is doing well and what needs to be improved

WHY IS AN AGENDA IMPORTANT??

h Prepares chairmanh Prepares attendeesh Creates an interesth Clearly defines objectivesh Provides a valuable organizational

tool

PIYUSH PANDEY

INFORMATION AGENDA INCLUDES:

h Meeting date, time, location

h General informationh Agenda/minutes approvalsh Agenda items with

background/goalsh Old/New Businessh Summary/ Assignments

DISTRIBUTION OF AGENDAS

h Provide electronic copy to staff manager–manager will post to members only

section of home page–ensure copies are available at the

meeting

COVERAGE OF MEETING

h IF YOU CANNOT ATTEND, FIND A REPLACEMENT

h BRIEF YOUR REPLACEMENT ON THE AGENDA

Pragati Chaudhary

AT THE MEETING

Is the room set properly Audio visual Number of seats

Creating Strong Structures

Teams need to decide how they will be structured to conduct their business Decide on regular meeting times Identify group norms and purpose Decide how meetings will be conducted

(e.g., use of agendas and roles, etc.) Talk about how decisions will be made

(e.g., consensus, democratic, etc.) Talk about how members will communicate

between meetings

Opening Discussion

Think about a meeting that you’ve been to lately that you consider to have been effective.

How do effective team meetings contribute to collaboration?

Pragati Kumar

Think, Pair, Share Activity

Individually, list as many ideas as you can about factors that contribute to effective team meetings.

In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings.

Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.

Paying Attention to Leadership and Facilitation

Remember to balance the task and relationship aspects of collaboration Focus both on getting tasks done and

developing good relationships Try to read the energy of a group and adapt

as necessary Use humor-- wisely

PRAJESH RAWAT

Paying Attention to Facilitation (cont’d)

Use your role to help develop a sense of equity among team members Encourage equal participation among all members Remind members that participating means listening as well

as talking Use your role as a way to identify when decisions are

being made Note the difference between “discussion time” and “deciding

time” When necessary, step in to help resolve conflict

and/or to help in doing so

CONDUCTING A MEETING

h START ON TIME!!h Delegate the task of taking minutes if

you haven’t a subcommittee secretaryh Review the agenda/obtain agreement on

the meetings objectives and goalsh Revise agenda if necessary

Prakhar Gupta

ROLE OF THE CHAIRMAN

h Recognize attendees who wish to speak

h Remain neutralh Summarize

discussion and future action

h Maintain order

WHY DO WE RUN OUT OF TIME??

h Repetitionh Wander from the agendah Lengthy discussion of controversial

issues

Prashant Kumar Singh

MEETING TECHNIQUES

h Focus attention on the agendah Set time limitsh Identify different opinionsh Establish task groups/chairmen as

needed

CLOSING A MEETING

h State conclusions reachedh Summarize assignments h Give staff manager next

meeting requirements

Prashant Ranjan

AFTER THE MEETING

Prepare minutes as soon as possible after the meeting

– actions and discussions that took place are fresh in the writer’s mind

– committee members may rely on receipt of minutes before they implement promised actions

Send electronic version of minutes to the staff manager

PREPARING MINUTES

Follow the format of the meeting agenda and include:

– the committee number and title, date/location of meeting, and time called to order

–an accurate summary of the decisions and conclusions reached

– the assignments that were made– the follow-up action required– time of adjournment and notice of the next

meeting date, time and location

THANKS……

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