Meeting Management Ezequiel Conil Section 3. Overview What meetings are What meetings are The...

Meeting ManagementMeeting Management

Ezequiel ConilEzequiel Conil

Section 3Section 3

OverviewOverview

• What meetings areWhat meetings are• The purpose of meetings The purpose of meetings • Different types of meetingsDifferent types of meetings• How to effectively manage meetingsHow to effectively manage meetings• Why managing meetings is importantWhy managing meetings is important• Examples of meetingsExamples of meetings• Exercise for the dayExercise for the day

MeetingsMeetings

• Meeting Meeting - To come together with a specific - To come together with a specific

purpose at a particular time.purpose at a particular time.

• Meeting ManagementMeeting Management- Effective management of meeting in - Effective management of meeting in

an organizationan organization

Why People Meet in Why People Meet in GroupsGroups

• For the diversity of a groupFor the diversity of a group• Group vs. individual problem Group vs. individual problem

solvingsolving• Promotes cooperation amongst co-Promotes cooperation amongst co-

workers workers • Increased motivation to complete Increased motivation to complete

taskstasks

How Meeting Management How Meeting Management Can Be Important to You?Can Be Important to You?

• Benefits of MeetingsBenefits of Meetings

- People can communicate on an - People can communicate on an open platformopen platform

- Ideas are expressed and - Ideas are expressed and discusseddiscussed

- Allow for employees to - Allow for employees to demonstrate creativity and problem demonstrate creativity and problem solving abilitysolving ability

Different Types of Different Types of MeetingsMeetings

slide 1 of 5slide 1 of 5

• GeneralGeneral• Decision MakingDecision Making• DevelopmentDevelopment• InformationInformation



• GeneralGeneral

- Presentations- Presentations

- Give - Give informationinformation

- Discuss issues- Discuss issues

- Examine - Examine problemsproblems



• Decision MakingDecision Making

- - Gather opinions, Gather opinions, facts, and ideas from facts, and ideas from group to reach a group to reach a decisiondecision

- Examine problems - Examine problems and come up with and come up with solutionssolutions



• DevelopmentDevelopment

- Create new ideas- Create new ideas

- Expand on undefined concepts, - Expand on undefined concepts, strategies, and theoriesstrategies, and theories

- Get more ideas on earlier - Get more ideas on earlier projectsprojects



• InformationInformation

- Disseminate information on new - Disseminate information on new issuesissues

- Provide new instructions or - Provide new instructions or teachingsteachings

- Simulate real situation for - Simulate real situation for practice purposespractice purposes

How to Effectively Manage How to Effectively Manage Meetings Meetings

slides 1 of 6slides 1 of 6

• Have an AgendaHave an Agenda• Define meeting objectivesDefine meeting objectives• Following the outlined activities on Following the outlined activities on

the agendathe agenda• Apply the process techniques Apply the process techniques • Keeping the minutes of the Keeping the minutes of the

meetingmeeting



• Agenda Agenda - A list or outline of things to be - A list or outline of things to be considered or done considered or done

• Necessary to keep members on track Necessary to keep members on track • Have a general timeframe that agenda Have a general timeframe that agenda

items will take items will take • Distribute before meeting to allow Distribute before meeting to allow

employees to prepare employees to prepare • Should be flexible Should be flexible



• Define meeting objectivesDefine meeting objectives

- What is to be accomplished at this - What is to be accomplished at this particular meetingparticular meeting

- Why is a group effort needed- Why is a group effort needed

- Give a time frame for everything that - Give a time frame for everything that needs to be doneneeds to be done



• Following the outlined activities on the Following the outlined activities on the agendaagenda

- Have a facilitator- Have a facilitator

- Make sure enough time is allotted for - Make sure enough time is allotted for each areaeach area

- Do not leave anything uncovered- Do not leave anything uncovered

How to Effectively Manage How to Effectively Manage MeetingsMeetings


• Apply the process techniquesApply the process techniques

- Brainstorming- Brainstorming

- Silent writing down of ideas- Silent writing down of ideas

- Parking lot- Parking lot

- Post-its- Post-its

- Verbal- Verbal

How to Effectively Manage How to Effectively Manage MeetingsMeetings


• Keeping Minutes of the Keeping Minutes of the meetingmeeting

- Notes of what was - Notes of what was discussed during the discussed during the meetingmeeting

- Important to know what - Important to know what was accomplished was accomplished

Why Managing Meetings is Why Managing Meetings is ImportantImportant

• To maintain orderTo maintain order• Executing the agenda in a timely Executing the agenda in a timely

fashion fashion • Effectively going through the Effectively going through the

agendaagenda• Achieving the results sought after Achieving the results sought after

in the meetingin the meeting

Examples of MeetingsExamples of Meetingsslide 1 of 4slide 1 of 4

• People Meet for…People Meet for…

- Work- Work

- School- School

- Community- Community

- Any other mass communication - Any other mass communication needneed


• In Work SituationsIn Work Situations

- Boss to Employee- Boss to Employee

- Department to Department- Department to Department

- Boss to Department- Boss to Department

- Employee to Employee- Employee to Employee

- Guest to Company- Guest to Company


• School SituationsSchool Situations

- Principal to - Principal to TeacherTeacher

- Teacher to - Teacher to StudentStudent

- Principal to - Principal to StudentStudent

- School Board to - School Board to ParentsParents

- Guest to Students- Guest to Students


• Situations in the Situations in the community and community and other large masses other large masses

- Church- Church

- Court- Court

- Speeches- Speeches

- Rallies- Rallies

- Etc.- Etc.

How to Involve Everyone How to Involve Everyone in Meeting Managementin Meeting Management

• Think of what the senior class should Think of what the senior class should give as their class giftgive as their class gift

• Think of two gift ideas aloneThink of two gift ideas alone• Get in a group and share your ideas to Get in a group and share your ideas to

the rest of your groupthe rest of your group• Gather all the information and form one Gather all the information and form one

solution for the groupsolution for the group• Is this solution better than what you Is this solution better than what you

would have come up with alone?would have come up with alone?

Meeting ManagementMeeting Management

• Meetings are used in Meetings are used in many ways in the world many ways in the world today. The only way that today. The only way that meetings can be made meetings can be made effective is if they are effective is if they are managed correctly. managed correctly.

BibliographyBibliography

• Source: Foster, S. Thomas, Source: Foster, S. Thomas, Managing Quality: An Managing Quality: An Integrative ApproachIntegrative Approach. Upper saddle river, NJ: . Upper saddle river, NJ: prentice hall inc, 2001.prentice hall inc, 2001.

• Source: Source: Merriam-Webster’s Collegiate DictionaryMerriam-Webster’s Collegiate Dictionary. . Springfield, MA: Merriam-Webster inc, 1995.Springfield, MA: Merriam-Webster inc, 1995.

• Source: Ewbank, Henry L., Source: Ewbank, Henry L., Meeting ManagementMeeting Management. . Dubuque, Iowa : W. C. Brown Co. 1968.Dubuque, Iowa : W. C. Brown Co. 1968.

• Source: Talbot, Randy, Source: Talbot, Randy, Meeting Management : Meeting Management : practical advice for both new and experienced practical advice for both new and experienced managers based on an expert's twenty years in the managers based on an expert's twenty years in the "wonderful wacky world" of meeting planning"wonderful wacky world" of meeting planning . . McLean, VA : EPM Publications, 1990.McLean, VA : EPM Publications, 1990.

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