Efficient meeting ppt
-
Upload
pawan-yadav -
Category
Spiritual
-
view
1.970 -
download
0
description
Transcript of Efficient meeting ppt
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……
………..