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DR. DEEPA SETHIDR. DEEPA SETHI

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“People holding specific jobs have to cooperate to get a specific task done…..We meet because knowledge and experience needed in a specific situation are not available in one head, but haveto be pieced together out of the knowledge and experience of several people.

Peter Drucker

“People holding specific jobs have to cooperate to get a specific task done…..We meet because knowledge and experience needed in a specific situation are not available in one head, but haveto be pieced together out of the knowledge and experience of several people.

Peter Drucker

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EVERYDAYEVERYDAY

83 million83 million

People People attend attend

11.5 million11.5 million

Meetings!!Meetings!!

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CHARACTERISTICS OF CHARACTERISTICS OF NEGATIVE MEETINGSNEGATIVE MEETINGS

Drifting off the subjectDrifting off the subjectPoor preparationPoor preparationQuestionable effectivenessQuestionable effectivenessLack of listeningLack of listeningVerbosity of participantsVerbosity of participantsLengthLengthLack of participationLack of participation

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WHAT ARE PEOPLE LOOKING WHAT ARE PEOPLE LOOKING FOR IN EFFECTIVE MEETINGSFOR IN EFFECTIVE MEETINGS

Allow all attendees to participateAllow all attendees to participateDefine a meeting’s purposeDefine a meeting’s purposeAddress each item on the agendaAddress each item on the agendaAssign follow up actionAssign follow up actionRecord discussionRecord discussion Invite only essential personnelInvite only essential personnelWrite an agenda w/time framesWrite an agenda w/time frames

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Phases of Meeting Phases of Meeting ManagementManagement

PreparationPreparationFacilitationFacilitationFollow upFollow up

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BEFORE MEETINGBEFORE MEETING

1.1. Determine tasksDetermine tasks

2.2. Define outcomesDefine outcomes

3.3. Determine actionsDetermine actions

4.4. List participants, guests, rolesList participants, guests, roles

5.5. Set timeframeSet timeframe

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(Contd.)(Contd.)

6.6. Finalize logistics – Room, Finalize logistics – Room, equipment etc.equipment etc.

7.7. Create agendaCreate agenda

8.8. Communicate Communicate

9.9. Set upSet up

10.10. Prepare yourselfPrepare yourself

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WHAT IS AGENDA?WHAT IS AGENDA?

Agenda = Master Plan Of Meeting To Be Agenda = Master Plan Of Meeting To Be Circulated In Advance Circulated In Advance

Limit the number of agenda items - 3 to 6 is Limit the number of agenda items - 3 to 6 is goodgood

Don’t dwell on the past, focus on actions and Don’t dwell on the past, focus on actions and decisions that will affect the futuredecisions that will affect the future

Present “opportunities” not problemsPresent “opportunities” not problems Allocate ample time – allow time for Allocate ample time – allow time for

questions and discussionquestions and discussion

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(Contd.)(Contd.)

Include sufficient detail in the agenda Include sufficient detail in the agenda so that participants understand what so that participants understand what is to be accomplished and so they is to be accomplished and so they can prepare adequatelycan prepare adequately

Assure the first topic unites the Assure the first topic unites the group and then handle the most group and then handle the most difficult items early in the meetingdifficult items early in the meeting

Circulate the agenda before hand Circulate the agenda before hand and invite suggestionsand invite suggestions

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What to includeWhat to include

Title of the meetingTitle of the meetingTime and locationTime and locationTheme and definition – what is meeting Theme and definition – what is meeting

about and what are topicsabout and what are topicsAttendees and identify who will lead the Attendees and identify who will lead the

meetingmeetingTopics including a brief title and short Topics including a brief title and short

description of the problem or goal you description of the problem or goal you hope to achieve.hope to achieve.

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Components of Good Components of Good MeetingsMeetings

InformInformDiscuss/decideDiscuss/decideRecognizeRecognize

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Information Information

Progress

Important dates

Facts

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Discussion/DecisionDiscussion/Decision

StrategiesStrategies Ideas Ideas Project planningProject planning

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AT MEETINGS AT MEETINGS Arrive early and double-check all logistical Arrive early and double-check all logistical

arrangements arrangements Bring duplicate copies of materials for participants Bring duplicate copies of materials for participants

who did not receive them or who left them at who did not receive them or who left them at home; bring extra copies for visitors home; bring extra copies for visitors

Start on time even if some members are not Start on time even if some members are not present present

Stay on time, if at all possible.  If the timeframe Stay on time, if at all possible.  If the timeframe looks impossible to maintain,  get group to looks impossible to maintain,  get group to consciously consider changing agenda to maintain consciously consider changing agenda to maintain timeframe timeframe

Follow the agenda, both in content and time Follow the agenda, both in content and time allocation, unless new information or an allocation, unless new information or an emergency  warrants alteration emergency  warrants alteration

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(Contd.)(Contd.)

Ensure that important decisions are recorded Ensure that important decisions are recorded accurately accurately

Determine clearly who will be held responsible Determine clearly who will be held responsible for what delegated actions for what delegated actions

Set timeframe for reporting back on actions Set timeframe for reporting back on actions that are delegated that are delegated

Strive to make decisions rather than deferring Strive to make decisions rather than deferring or avoiding controversial items: if it is or avoiding controversial items: if it is important, it won't go away; if it is not important, it won't go away; if it is not important, you shouldn't waste any more time important, you shouldn't waste any more time with it with it

Strive for participation from all attendees Strive for participation from all attendees Set time, date, and location of Set time, date, and location of

next meeting (if required)next meeting (if required)

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POST MEETINGSPOST MEETINGS

Restore roomRestore roomEvaluate meetingEvaluate meetingPrepare minutesPrepare minutesContact on action itemsContact on action items

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MINUTES MINUTES Minutes should have date, time, place, and nature Minutes should have date, time, place, and nature

of meeting. of meeting. Names of Members present and members absent Names of Members present and members absent

is recorded is recorded Special invitees are welcomed and their presence Special invitees are welcomed and their presence

recorded recorded Subject discussed, resolution passed in the Subject discussed, resolution passed in the

meeting must be clearly recorded. meeting must be clearly recorded. Meeting should proceed with items on agenda Meeting should proceed with items on agenda Voting if done should mention total number of Voting if done should mention total number of

members, no. who favored the proposal, no. who members, no. who favored the proposal, no. who abstained, and no. who were against the proposal. abstained, and no. who were against the proposal.

Minutes are record of action so no further Minutes are record of action so no further sanction is required for action to be taken by sanction is required for action to be taken by those responsiblethose responsible

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BeginningsBeginnings What makes for a positive beginningWhat makes for a positive beginning

Can do attitudeCan do attitude No-nonsense agendaNo-nonsense agenda An understanding that the meeting will get the An understanding that the meeting will get the

job donejob done What makes for a negative beginningWhat makes for a negative beginning

Chairperson arrives lateChairperson arrives late Chairperson not preparedChairperson not prepared Meeting room not readyMeeting room not ready Participants arrive lateParticipants arrive late Meetings frequently interrupted for phone Meetings frequently interrupted for phone

messagesmessages Participants not ready, fumbling their way Participants not ready, fumbling their way

through discussionsthrough discussions

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Leading meetingsLeading meetings

Opening and closing a meetingOpening and closing a meeting Open with a brief statement of the purpose Open with a brief statement of the purpose of the meetingof the meeting

Do not start with a long statement, rambling into Do not start with a long statement, rambling into the subjects backgroundthe subjects background

If background information is required ask If background information is required ask participants to provide it. Make sure those asked participants to provide it. Make sure those asked are briefed in advance so they can be preparedare briefed in advance so they can be prepared

Do not present personal opinionsDo not present personal opinions Close with a short summaryClose with a short summary

““from what was said we all feel that…” and ask from what was said we all feel that…” and ask participants if they agreeparticipants if they agree

The purpose is to arrive at a conclusion that is The purpose is to arrive at a conclusion that is agreed upon and understood by participantsagreed upon and understood by participants

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(Contd.)(Contd.)

Conclude with:Conclude with:Actions or decisions. Relate them to be stated Actions or decisions. Relate them to be stated

meeting objectivemeeting objectiveReview the participant’s expectations for the Review the participant’s expectations for the

meeting. Were they met?meeting. Were they met?Clarify what is to happen next, who is to carry it out, Clarify what is to happen next, who is to carry it out,

and what form the report, if any, will takeand what form the report, if any, will take If another meeting is required the leader has to If another meeting is required the leader has to

mention it at this pointmention it at this pointAssure the participants that meeting minutes will Assure the participants that meeting minutes will

follow within one to two days and will include agreed-follow within one to two days and will include agreed-upon action itemsupon action items

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Participating in a meetingParticipating in a meeting The primary responsibility is to contributeThe primary responsibility is to contribute Expectations are to find flaws in poor ideas, Expectations are to find flaws in poor ideas,

expand on ideas, and contribute fresh ideasexpand on ideas, and contribute fresh ideas Question the need for your attendance, if you Question the need for your attendance, if you

don’t see the reason for participation call the don’t see the reason for participation call the meeting organizermeeting organizer

Do your homework in advance, understand the Do your homework in advance, understand the purpose of the meeting and the agenda itemspurpose of the meeting and the agenda items

Speak up-when disagreements arise. Inquire Speak up-when disagreements arise. Inquire about the other person’s view to make sure about the other person’s view to make sure there’s no misunderstandingthere’s no misunderstanding

Emphasis should be on problem solvingEmphasis should be on problem solving Do not interrupt the speaker in the middle of a Do not interrupt the speaker in the middle of a

thought to insert a new ideathought to insert a new idea

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(Contd.)(Contd.)

Never surprise the boss. If you have a new Never surprise the boss. If you have a new proposal to offer be sure to review it with him or proposal to offer be sure to review it with him or her before the meetingher before the meeting

Presenting a new idea:Presenting a new idea: Think it through before presenting itThink it through before presenting it Present the essential thought in the first sentence or twoPresent the essential thought in the first sentence or two Show the major benefits and the plus points; and also Show the major benefits and the plus points; and also

the weaknessesthe weaknesses Show how the benefits outweigh the minusesShow how the benefits outweigh the minuses Be prepared to defend the idea; understand it’s Be prepared to defend the idea; understand it’s

vulnerable points; have answers readyvulnerable points; have answers ready Lay out not only the idea but also possible Lay out not only the idea but also possible

implementation methodsimplementation methods

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NON-VERBAL LISTENING SKILLS FOR NON-VERBAL LISTENING SKILLS FOR MEETING FACILITATORMEETING FACILITATOR

Good Eye Contact- Indicates your interest in what Good Eye Contact- Indicates your interest in what people are sayingpeople are saying

Body Positioning - Expresses your attitude and Body Positioning - Expresses your attitude and energyenergy- - Too casual may indicate lack of commitmentToo casual may indicate lack of commitment- Folded arms and closed body positioning may Folded arms and closed body positioning may

leave impression that you are inflexibleleave impression that you are inflexible

Facial Expressions - Can say more than words. Facial Expressions - Can say more than words. Watch how you affirm or react to comments that Watch how you affirm or react to comments that are madeare made

Silence - Allow for it! Silence - Allow for it!

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Categories of Categories of ParticipationParticipation

UnderUnderOverOverDistractingDistractingEffective Effective

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2828

Eager Eager

SummarizeSummarize

Ask othersAsk others

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Obstinate Obstinate

Involve others on issuesInvolve others on issues

Discuss issues laterDiscuss issues later

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Dampener Dampener

Ask for solutionsAsk for solutions

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Argumentative Argumentative

Find areas of agreementFind areas of agreement

Get opinions of othersGet opinions of others

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Inarticulate Inarticulate

Paraphrase Paraphrase

Don’t correctDon’t correct

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Side ConversationalistSide Conversationalist

Call on frequently for answers Call on frequently for answers

and opinionsand opinions

3434

RamblerRambler

Summarize main Summarize main pointspoints

Stay on trackStay on track

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SilentSilent

Ask directed Ask directed questionsquestions

Compliment on Compliment on involvementinvolvement

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Inattentive Inattentive

Ask for opinionAsk for opinion

Don’t embarrassDon’t embarrass

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IMPROVE YOUR ABILITY TO DEAL IMPROVE YOUR ABILITY TO DEAL WITH DIFFICULT MEMBERSWITH DIFFICULT MEMBERS

Listen, but do not debateListen, but do not debate Talk privately with members who Talk privately with members who

continually exhibit disruptive behaviourscontinually exhibit disruptive behaviours Turn negative behaviours into Turn negative behaviours into

positive contributions positive contributions Encourage the group to share the Encourage the group to share the

responsibility for handling difficult responsibility for handling difficult membersmembers

Don’t take it personallyDon’t take it personally Try different strategies, small groups/pairsTry different strategies, small groups/pairs

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IDEAS FOR CREATIVE MEETINGSIDEAS FOR CREATIVE MEETINGS

Change presentation styleChange presentation style

Change standard meeting locationChange standard meeting location

Create a leadership opportunity and Create a leadership opportunity and allow a staff member to run a meetingallow a staff member to run a meeting

Make meetings playfulMake meetings playfulStart meeting with an icebreakerStart meeting with an icebreakerHold a stand up meeting!Hold a stand up meeting!

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