How to Run an Effective MeetingUoM Thessaloniki

Outline

•About meetings•Pre-meeting•Beginning•Core•Conclusion•Post-meeting

About Meetings

Why do we have meetings?

About Meetings

Catch people up on factsShare IdeasPlanAssign responsibles

Elements of an Effective Meeting

▪ Preparation▪ Participation▪ Define the meeting’s purpose▪ Address each item on the agenda▪ Assign follow-up action▪ invite essential people▪ Useful –effective outputs

‡ From GM Consultants, Pittsburgh, PA 1993

Pre-meeting

• Define purpose-objectives• Create the agenda

• Identify what you will need– materials– Docs– People

•Do Research on:- a subject that you will address but don’t have the

knowledge on- Questions that members had from previous meeting and

could not be answered

Agenda

• Brainstorm a list• Get members inputs • Locate the needs, gaps and achievements of your team in order

to address them

• Who should address each subject• Allocate time for each subject• Review the Order

The Proposed Agenda

1. Welcome, Check-in2. Previous priorities3. Next priorities4. Other tasks5. Wrap-Up 6. Closing

Welcome - Check- in• Ask the news of your members, how was their week/day

• Make announcements • Make them excited• All actively involved

• Give everyone in the room the opportunity to speak

• Start light • Icebreaker• Team building exercise• Joke

Previous priorities

• Previous priorities are the focuses that each member had to complete this week.

• So are they o Completed?o If not, why?

-What actions steps where taken- Find solution to the problem together

o IF yes, recognize that- What actions steps were taken and it was successful

Next priorities• Next priorities are the focuses that each member has to complete

the following week.

• Define the action steps that need to be taken

• Put a strict deadline

• Always express WHY to have this focus and how will the outcome of it help me, my team and my LC

Other task• During the week there might be some tasks to be completed

regardless of the weekly priorities

• Someone can not define that THIS will always be a task

• For example :o Priority this week: raise a TNo Task this week: reception activity, which is something that needs to

happen every week when we have internso Careful: There might be times that the reception activity will be priority, it

depends on the week and the priorities of the team

Wrap Up

• Repeat all the priorities and tasks briefly

• Make sure everyone understands what they have to do

• Ask if they have any questions

• Engage also the silent members

Closing• End on time

• Re-recognize accomplishments

• Help them realize that through teamwork and open communication we can achieve all of our priorities

• Help them understand what they have accomplished so far, and the importance of it.

• Keep them bonded as a team

• Thank them for their time

Final Thoughts

•Praise! Praise! Praise!

✓Praise people twice as much as you criticize

✓Always compliment, no matter how small

✓Questions?

Post-Meeting

✓Send the outputs as soon as possible after the meeting✓Make follow up on the actions that are supposed to be taken after✓Track the progress of your members

Effective outputs

✓The flow of the outputs needs to be the same of the flow of the meeting.✓Keep them short, no more than 4 pages.

✓No more than 4 pages, one page fun staff, 3 pages all the other

✓Always right in English or Greek, NOT Greeklish✓Bold the most important words but dont over do it.

Now lets go and see some outputs

THANK YOU!