Effective Meeting Effective Meeting SkillsSkills

Effective Meeting Effective Meeting SkillsSkills

Dr.Salma KananiDr.Salma Kanani

MBBS,MPH,FSMSBMBBS,MPH,FSMSB

Effective Meeting Skills

• Manage time and get results • Spend less time in meetings • Facilitate meetings • Participate in meetings • Prepare and use the most important

tool in a meeting - an agenda

Effective Meeting Skills

• Decide the best times to meet • Recognize and deal with problems

during meetings • Evaluate the effectiveness of

meetings • Follow up on decisions • Set ground rules for success

Effective Meeting Skills

The six tips for planning a meeting• Don't Meet Avoid a meeting if the same information could be

covered in a memo, e-mail or brief report.

• Set Objectives for the Meeting Before planning the agenda, determine the

objective of the meeting. The more concrete your objectives, the more focused your agenda will be.

The six tipsProvide an Agenda Beforehand.

Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.

The six tips• Assign Meeting Preparation.

Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.

The six tips• Assign Action Items.

Don't finish any discussion in the meeting without deciding how to act on it.

• Examine Your Meeting Process.Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.

How to develop a comprehensive agenda

Title Of The MeetingObjectivesAttendeesDate, Time And DurationLocationWhat To BringPresenterTopicAllocated Time To Each Participant

Different Types Of Meetings

• Problem-Solving MeetingObjective: To discuss an issue or conflict and decide how to solve it.

1. Identify the Problem2. Determine the causes3. Generate possible solutions4. Evaluate the proposed solution5. Choose the best solution

Different Types Of Meetings

B. Informational MeetingObjective: To give or receive information about a specific idea or important matters concerning the attendees.

Different Types Of Meetings

• C. Brainstorming MeetingObjective: To produce new ideas about a specific topic.

• Before the meeting, participants should be told the objective of the session as well as their role in the brainstorming session.

Brainstorming Meeting

• Background information, if available, should also be distributed to participants prior to the session.

• The atmosphere of the meeting should be loose and informal.

Brainstorming Meeting-cont

• Make sure that no idea is ruled out because it's too wild.

• Try to avoid judging ideas.• A facilitator should be appointed

to control the flow of information and record ideas as they develop.

Time ManagementTips for starting and finishing on time• If You're the Meeting Organizer• state that the meeting will begin promptly

at the scheduled time and that all participants should be on time

• send a reminder e-mail thirty minutes before the meeting begins and encourage meeting participants to arrive on time

Time Management• ensure that you begin the meeting

at the scheduled time. – close the meeting room doors at the

scheduled time.

• if your meeting starts a little late, you should still finish the meeting at the scheduled time.

Time ManagementIf You're the Attendee:

• quickly review the agenda before heading to the meeting.

•  make your way to the meeting ten minutes before it actually begins.

Time Management• Consider speaking up if the

meeting organizer shows up late.•  Try to ask only relevant questions

during the meeting. • Leave the meeting when it was

scheduled to end.

Tips for improving meetings

• Meeting evaluation

• Providing feedback and follow up on decisions.

• Problem solving and facing difficult situations.

Evaluation • Ask attendees to fill out anonymous

paper surveys after the event or at certain points throughout the event.

• Create positive and negative feedback• Ask the planning and management

team to check if the goals of the • meeting are met.

Ground rules to carry successful

meetings• Attendance• Promptness• Participation• Responsibility

Thanks for your time