McGraw-Hill/Irwin

PPTPPT

Module 19Module 19

Planning, Conducting, and

Recording Meetings

Planning, Conducting, and

Recording Meetings

©2007, The McGraw-Hill Companies, All Rights Reserved.

19-2

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

To learn how toTo learn how to Plan a meeting.Plan a meeting. Lead a meeting.Lead a meeting. Be an effective participant in Be an effective participant in

meetings.meetings. Take good meeting minutes.Take good meeting minutes. Network effectively.Network effectively.

19-3

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

Start by answering these questions:Start by answering these questions: What planning should precede a What planning should precede a

meeting?meeting? When I’m in charge, how do I keep a When I’m in charge, how do I keep a

meeting on track?meeting on track? What decision-making strategies work What decision-making strategies work

well in meetings?well in meetings?

19-4

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

Planning, Conducting, and Planning, Conducting, and Recording MeetingsRecording Meetings

Start by answering these questions:Start by answering these questions: How can I be an effective meeting How can I be an effective meeting

participant?participant? What should go in meeting minutes?What should go in meeting minutes? How can I use informal meetings with How can I use informal meetings with

my boss to advance my career?my boss to advance my career? Do virtual meetings require special Do virtual meetings require special

consideration?consideration?

19-5

Types of MeetingsTypes of MeetingsTypes of MeetingsTypes of Meetings

ParliamentaryParliamentary Follow formal procedure; use Follow formal procedure; use Robert’s Rules of Robert’s Rules of

Order.Order. StaffStaff

Typically are held to announce new policies and Typically are held to announce new policies and products, answer questions, share ideas, and products, answer questions, share ideas, and motivate employees.motivate employees.

TeamTeam Bring team members together to brainstorm and Bring team members together to brainstorm and

create.create. One-on-OneOne-on-One

Are perhaps the most common kind of meeting.Are perhaps the most common kind of meeting.

19-6

Purposes of MeetingsPurposes of MeetingsPurposes of MeetingsPurposes of Meetings

Share information.Share information. Brainstorm ideas.Brainstorm ideas. Evaluate ideas.Evaluate ideas. Make decisions.Make decisions. Create a document.Create a document. Motivate members.Motivate members.

19-7

As Chair of MeetingsAs Chair of MeetingsAs Chair of MeetingsAs Chair of Meetings

Help participants deal with issues in Help participants deal with issues in a timely and thorough manner.a timely and thorough manner.

Make ground rules explicit.Make ground rules explicit. Pay attention to people and the Pay attention to people and the

process at hand.process at hand. If conflict gets out of hand, focus If conflict gets out of hand, focus

attention on the group process.attention on the group process.

19-8

To Use Standard AgendasTo Use Standard AgendasTo Use Standard AgendasTo Use Standard Agendas

Understand what the group has to Understand what the group has to deliver and when.deliver and when.

Identify the problem.Identify the problem. Gather information and share it.Gather information and share it. Establish criteria.Establish criteria. Generate alternate solutions.Generate alternate solutions. Measure alternatives against Measure alternatives against

criteria.criteria. Choose the best solution.Choose the best solution.

19-9

To be an Effective ParticipantTo be an Effective ParticipantTo be an Effective ParticipantTo be an Effective Participant

Prepare for meetings.Prepare for meetings. Speak when you have the Speak when you have the

chance.chance. Make notes so that you can be succinct.Make notes so that you can be succinct.

While speakingWhile speaking Show that you’ve done your homework.Show that you’ve done your homework. Link your comment to that of someone in Link your comment to that of someone in

power.power. Find an ally ahead of time and agree to Find an ally ahead of time and agree to

acknowledge each other’s contributions acknowledge each other’s contributions at the meeting.at the meeting.

19-10

Meeting Minutes IncludeMeeting Minutes IncludeMeeting Minutes IncludeMeeting Minutes Include

Decisions reached.Decisions reached. Action items, where someone Action items, where someone

needs to implement or follow up on needs to implement or follow up on something.something.

Open issues—issues raised but Open issues—issues raised but not resolved.not resolved.

Who was present, wording of Who was present, wording of motions and amendments, and motions and amendments, and vote results.vote results.

19-11

Virtual Meeting CaveatsVirtual Meeting CaveatsVirtual Meeting CaveatsVirtual Meeting Caveats

Be aware of the Be aware of the limitations of your limitations of your channel.channel. E-mail may seem more E-mail may seem more

brusque.brusque. Audio meetings lack Audio meetings lack

nonverbal cues.nonverbal cues. Videoconferences only Videoconferences only

show what the lens picks show what the lens picks up.up.

Technology can fail.Technology can fail.