Effective meeting skills presentation by Dr. Salma Kannani
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Transcript of Effective meeting skills presentation by Dr. Salma Kannani
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