MANAGING

MEETINGS

TOYOTAPUERTO PRINCESA

2016

YOUR MEETING EXPERIENCES1. What types of meeting do you usually conduct?2. What is effective about your meetings?3. What is ineffective about your meeting?4. What are the causes of the ineffectiveness?5. What is the one thing you gain from this program?

MANAGING MEETINGS

Managing Meetings as a subject matter may seem trivial, but …

Manage Meeting

Manage Resources

LEADERSHIP

MANAGING MEETINGS

How to LEAD meetings.Focus Topic

MANAGING MEETINGS

What is a meeting?At least 2 people, interacting / discussing

Who are the characters?Facilitator, attendees, time keeper, minute-taker

MANAGING MEETINGS

Poorly managed meetings leads to..

MANAGING MEETINGS

Wasted Time

Frustrations

Dread of attending meetings

POOR LEADERSHIP!

Therefore meetings SHOULD BE Productive!

To give Team Members an opportunity to learn how to plan and lead productive meetings

TASK

MANAGING MEETINGSProgram Overview

Participants will have the following opportunities: To learn how to plan and conduct meetings to maximize

participation and achieve desired outcomes; To increase understanding of the differences between task and

interpersonal issues in a group; To build confidence in the use of effective meeting leadership

practices.

DESIRED OUTCOME

MANAGING MEETINGSProgram Overview

The TASK is the purpose of the meeting or the reason

why the meeting is being held.

The DESIRED OUTCOME is the product or what it is

that people will take away from the meeting.

Difference between Task and Desired Outcome

MANAGING MEETINGS

TASK

and

DESIRED OUTCOME

EXERCISE:

MANAGING MEETINGS

Belonging Resource for new ideas Learning from each other Building relationships by

working together Direction / Closer

understanding

BENEFITS OF MEETINGMANAGING MEETINGS

Ability to identify with outcomes

Commitment to action Sense of mutual

accomplishment Fun

Man Hours

COST OF MEETINGMANAGING MEETINGS

Materials Effort

Food Opportunity

CONTENT and PROCESS

Content refers to what is talked about at the meeting, the agenda topics, information, opinions, decisions, action, plans, and the task of the meeting

Process refers to how the meeting proceeds, how the group works together to accomplish the task and to build and maintain cohesiveness.

MANAGING MEETINGS

1.Planning is all of the things that must be done to prepare for the meeting.

2.Starting refers to how you set the tone and create the climate for the meeting.

3.Focusing means keeping the meeting on track.

5 KEYS TO LEADING A MEETINGMANAGING MEETINGS

4. Facilitating refers to the many things a leader can do to involve participants, be supportive, resolve conflict, and manage differences.

5.Concluding is the way in which the leader ends the meeting to assure that participants feel satisfied with the outcome and that follow-up action will be carried out

5 KEYS TO LEADING A MEETINGMANAGING MEETINGS

1. Clarify the task of the meeting.2. Define the desired outcome.3. Design the sequence of meeting activities.4. Determine who should attend, roles, and ground rules.5. Decide when to meet, when to end.6. Determine logistics, equipment, and administrative matters

and notify participants.7. Complete the agenda.8. Communicate the agenda to participants.9. Set up the meeting room.

9 Steps to Planning a Meeting

MANAGING MEETINGS

Checkpoints in Planning a MeetingMANAGING MEETINGS

1. Task statements.2. Desired outcomes.3. Agenda4. Ground rules.5. Roles

Starting a meeting..

MANAGING MEETINGS

Minutes are…

MANAGING MEETINGS

Permanent record of discussions and progress Record of next action and PICOfficial record of proceedings of a meeting

Minute taker

MANAGING MEETINGS

Taking Meeting Minutes: A Vital Skill

MANAGING MEETINGS

BEFORE THE MEETING

DURING THE MEETING

AFTER THE MEETING

• Choose your tool: pen/paper, laptop, recorder

• Use the meeting agenda as an outline

• Pass the attendance sheet or take note of the attendees

• Note the time the meeting starts / ends

• Don’t write all comments, only main ideas

• Type the minutes as soon as possible while still fresh in mind

• Proofread the minutes before submitting

• Get approval of other attendees, if appropriate

Key Point for FocusingMANAGING MEETINGS

FOCUSING ON THE TASK

1. Lead the meeting through the agenda. Take charge. It is your meeting.

2. Introduce each agenda item. Cover time and desired results.3. Keep the discussion on track by referring to the following

structures:A. TaskB. Desired OutcomeC. Agenda ItemsD. Ground RulesE. RolesF. Time Limits

Key Point for FocusingMANAGING MEETINGS

4. To focus attention, use a chart pad or easel or other visual aids.

5. Maintain a bin list of important items not relevant to the present discussion.

6. At the end of each agenda item, briefly: Summarize what was accomplished/decided Identify unfinished business and what to do Check for clarity of agreement

Key Point for FocusingMANAGING MEETINGS

A meeting leader must:

1. Facilitate participant involvement2. Deal with conflicts3. Manage differences4. Make sure that everyone is heard5. Keep communications open; and6. Carry out many other tasks that will help participants to feel

as if they can make a contribution to the meeting and that the meeting was worthwhile.

Dealing with difficult meeting attendeesMANAGING MEETINGS

1. The Heckler Probably insecure, gets satisfaction by needling, aggressive and

argumentative

What to do: Never get upset Find merit, express agreement, move on Wait for the misstatement of fact and then throw it out to the group for correction

Dealing with difficult meeting attendeesMANAGING MEETINGS

2. The Talker / Know All An “eager beaver” / chatterbox A show-off Well-informed and anxious to show it

What to do: Wait until he/she takes a breath, thank, refocus and move on Slow him/her down with a tough question jump in and ask for group comment

Dealing with difficult meeting attendeesMANAGING MEETINGS

Long-windedness has bad effects: monopolized meeting time turn-off meeting participants

TIPS:1. Non-verbal STOP sign2. Non-verbal “A-HA” sign3. Stronger Stance (“Kiss-Kick-Kiss” method)

Dealing with difficult meeting attendeesMANAGING MEETINGS

3. The Whisperers Don’t understand what’s going on – clarifying or translating Bored, mischievous or hypercritical

What to do: Stop talking, wait for them to look up and “non-verbally” ask for their permission to continue.

Dealing with difficult meeting attendeesMANAGING MEETINGS

4. The Silent One Timid, insecure, shy Bored, indifferent

What to do: Timid? Ask easy questions; boost his/her ego in discussing answer Bored? Ask tough questions; use as helper in exercises

Communication TipsMANAGING MEETINGS

Research has show that when someone gives a spoken message, the listener’s understanding and judgment of that message came from:

7% WORDS38% VOICE55% BODY LANGUAGE

Concluding a MeetingMANAGING MEETINGS

1. Summarize what has been accomplished.2. Compared the accomplishments with the desired

outcomes.3. Identify unfinished business and suggest ways to

address these issues.4. Complete the action plan: who will do, what and when5. Ask for feedback

Q and A

MANAGING MEETINGS

THANK YOU LEADERS!

MANAGING MEETINGS

QUIZ

MANAGING MEETINGS

ANSWER BOXMANAGING MEETINGS

minutes contenthecklertask desired outcomestartingtalker planning processsilent one focusing whispererconcluding facilitating meetingrambler eater