Team meeting3

Team Meeting

Komag USA (Malaysia) SdnWritten and Customized by Laurence Yap

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Team Meeting

Team Meeting

Aims:

This program will give you the knowledge and skills to manage team meetings more effectively in your workplace. Specifically, by the end of the program, you will:

a. be able to describe the seven part formula for managing meetingsb. have evaluated how well you manage your own team meetingsc. have planned at least five specific ideas for improving the effectiveness of your team

members.

Contents:

A. Introduction

1. Your own experience2. Knowledge Pre-test

B. Meeting

1. Convinced 2. Objective – objectives, agenda, checklist3. Navigate4. Time management5. Resolve conflict6. Outcomes7. List of actions

C. Evaluation

D. Exercise

E. Summary


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Team Meeting

A. Introduction

1. Tell us your story……..

a. Describing the worst meeting that you have attended. Be specific.

………………………………………………………………………

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b. Describe what the leader could have done to improve the meeting

………………………………………………………………………

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c. Describe what the other participants could have done to improve the meeting

………………………………………………………………………………..

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d. Describe what you could have done to improve this meeting

……………………………………………………………………………..

……………………………………………………………………………..

e. Based on your answers, prepare a list describing five ways to improve meetings.

…………………………………………………………………………………….

…………………………………………………………………………………….


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Team Meeting

If you are working as part of a group, after you have completed your individual answers, discuss your experiences. From your combined answers, choose five key ways to improve meetings. Write your list on the flipchart. Compare your list with those of the other groups. At the end of the session, check how many of your points match the key actions.


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Team Meeting

2. Knowledge pre-test

a. Most meetings in the workplace are useful and productive True/False

b. An agenda can make a meeting too formal True/False

c. It is best to avoid tangents and stick to the agenda True/False

d. It is OK to have a meeting without a clear objective True/False

e. It is appropriate to re-negotiate the time allocated for an item if it is important True/False

f. If a conflict arises it is best to let people argue it out so that they can get over it True/False

g. Most people in meetings will ensure outcomes are met. True/False

h. People remember meeting outcomes. It is not necessary to list who will be doing what by when. True/False

Total Score: __________________ (score one point for each correct answer)


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Team Meeting

B. The video

1. Con_________.

What’s the cost of a meeting?

2. Ob______________.

Suppose you are conducting a meeting, please consider the following items when you plan for the meeting:

I. Why is the meeting being held?

…………………………………………………………………………………..II. What issues need to be discussed?

……………………………………………………………………………………

……………………………………………………………………………………III. What decisions have to be made? …………………………………………………………………………………….

…………………………………………………………………………………….


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Team Meeting

IV. Who needs to be there?

……………………………………………………………………………………..

……………………………………………………………………………………...V. What information do they need to bring?

……………………………………………………………………………………….………………………………………………………………………………………

VI. What information do I need to provide?

………………………………………………………………………………………

………………………………………………………………………………………VII. What has to be achieved as a result of this meeting? …………………………………………………………………………………….

…………………………………………………………………………………….


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Team Meeting

Now write your answer into a agenda format. See the following example:

Agenda

Training Department Meeting

Date: 14 May 1999Time: 3.05pm to 4.00pmPlace: Tan Cheng Lock Room, KM1

Participants:Shaik Amir (Chairperson)Gideon (Note Taker)Latifah (Time Keeper)Ruzi PanjangGH Tan

Items for discussion and resolution

Item No Topic Action Time allocatedMinutes from the previous meeting held 12th April 1999

Shaik Amir 2 minutes

1 Analysis of re-organization in operation department

GH Tan 15 minutes

2 Selection of Safety Training. Feedback for the proposed plan(see attached information)

Latifah 20 minutes

3 Training plan for 2000 update Ruzi Panjang 20 minutes4 AOB Shaik Amir 5 minutes


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Team Meeting

Agenda

Meeting:Date:Time:Place:

Participants:

Chair:Note taker:Time keeper:Members:

Items for discussion and resolution:Item No Topic Action Time

allocated


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Team Meeting

Leader’s pre meeting checklist

Have I determined a suitable date and time for the meeting?Has an appropriate venue been booked?Will the seating arrangement enable all participants to communicate easily with each other?Is the equipment required available? (flipchart, overhead projector)Have I invited the participants necessary to achieve the purpose?Have the participants had input into the agenda?Has the agenda been planned and forwarded to participants?Has supporting information been provided if necessary?Will the agenda be received in time to prepare for the meeting?

Participant’s pre-meeting checklist

Have I planned to be at the meeting on time?Have I read the agenda and the accompanying papers?Do I have a clear understanding of the purpose of the meeting?Have I prepared all the information to take to the meeting?Will I be ready to participate in decision making?Do I know what is required of me?Have I decided what research needs to be done?Have I encouraged input from other staff in my section?Have I considered the best way to present my information?Do I need to prepare a written or oral report?Can I anticipate possible questions and prepare answers?

Note Taker’s pre-meeting checklist

Have I planned to be at the meeting on time?Have I read the agenda and the accompanying papers?Do I have a clear understanding of the purpose of the meeting?Do I have copies of the previous minutes, agenda and papers?Am I prepared to listen carefully?Will I concisely record the key points of discussion and decisions?(What, when, where, how, and by whom?)


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Team Meeting

C. Navi_________________________.

Four key navigation skills:

…………………………………………

…………………………………………

………………………………………….

………………………………………….

Other: Ground rules?

Example:a. start and end on timea. turn off pager and hand phoneb. Ready to contributec. Feedback constructively. Not talking behind someone’s backd. Social chit chat kept to before and after the meetinge. Every one is clear about the role

What about your group?


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Team Meeting

4. Time ___________________________.

How do you make sure you are controlling the things are within the allocated time ?

Arrive on time:………………………………………………………………….

Finish each item on time:………………………………………………………..

End on time:……………………………………………………………………… 5. Resolve C___________________

See conflict as _________________________.

How do you deal with conflict?

Suggested steps:

1. Define the problem that has to be solved

2. Identify options to solve the problem

3. Discuss the probable results of each alternative

4. Select the best alternative

5. Take the necessary action

6. Evaluate the results

7. Revise the decisionKomag USA (Malaysia) SdnWritten and Customized by Laurence Yap

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Team Meeting

6. Outcomes

7. List Action

When is the best time to do it?

………………………………………………………………………………

………………………………………………………………………………

How to do it?

……………………………………………………………………………..

……………………………………………………………………………..


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Team Meeting

Minute

Training Department Meeting

Date: 14 May 1999Time: 3.05pm to 4.00pmPlace: Tan Cheng Lock Room, KM1

Participants:Shaik Amir (Chairperson)Gideon (Note Taker)Latifah (Time Keeper)Ruzi PanjangGH Tan

Items for discussion and resolutionItem No Topic Action by Completion date

Minutes from the previous meeting held 12th April 1999 agreed as accurate and complete record

Shaik Amir

1 Agreement to trial run the training programs

GH Tan 28 May

2 Agreed to report the plan to the team

Latifah 23 May

3 Follow up with Supervisory Training Program

Ruzi Panjang 26 May


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Team Meeting

Minute

Meeting

Date: Time: Place:

Participants:

Item No Topic Action by Completion date


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Team Meeting

Leader’s action checklist

Are the minutes a clear, concise and accurate record of the meeting?Do the minutes show what has to be done, by whom, and when?Do the minutes give recognition and show appreciation of the participants?Is there a record of unfinished business to go on the next agenda?Have the minutes been sent to participants by the agreed date?Have I carried out tasks I agreed to do?Have I informed other staff of decision resulting from the meeting?Have I allowed time to discuss any problems staff may be having?Did the meeting achieve the objectives in the purpose statement?Have I evaluated participant feedback and planned improvements?Have I contacted participants to monitor their progress?Have I evaluated my personal performance?

Participant’s action checklist

Have I briefed staff in my section following the meeting?Have I planned to carry out the tasks I have agreed to do?Did I give honest and open feedback during the meeting?Were my contributions thoughtful and relevant?Have I evaluated my personal performance?Have I examined areas for improvement?


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Team Meeting

B. Evaluation

Leader’s post meeting checklistDid I start the meeting on time?Did I make participants feel welcome?Were the ground rules set?Did we clarify our purpose?Did I keep the discussion focused on the agenda items?Did I monitor the time spent on each item?Did I encourage an equal input from all participants?Did I keep an open mind?Did I moderate the discussion and deal with any 'problem’ behavior?Did I summarize decisions and actions after each item?Were participants clear about what they agreed to do?Did I show my interest in and appreciation of input by participants?Did the meeting finish on time?Did I maintain a friendly and supportive atmosphere?Did we achieve our objectives?

Participant’s post-meeting checklistDid I arrive on time and did I bring what was required with me?Did I focus on the objectives of the meeting?Did I represent the views of my section relating to the agenda?Did I listen and avoid chatting?Were my comments relevant and clearly spoken?Did I keep an open mind and adhere to the ground rules?Did I encourage and support other participants?Did I do my part and cooperate to reach consensus?Did I use questions to clarify comments and input from others?

Note taker’s post meeting checklistDid I effectively summarize the proceeding?Did I question and seek feedback to clarify decisions and actions?Are the minutes a clear, concise and accurate record of the meeting?Do the minutes show what has to be done, by whom, and when?


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Team Meeting

Take time to reflect on your meeting skills

What did I do well?

………………………………………………………………………….………………………………………………….…………………………………………………………………………………………………

What could I do better?

………………………………………………………………………………………………………………………………………………………..…………………………………………………………………………..

What specific action I take to improve my performance next time?

…………………………………………………………………………….…………………………………………………………………………….…………………………………………………………………………….

C. Exercise

Carry out a ‘real’ meeting. Appoint one person as note taker, one person as chairperson, two persons as observer and the rest to be members. Pick up a topic and discuss as ‘real meeting’. Be natural and usual.

15 minutes later, stop the meeting. The observer gives comments. Then the chairperson and some persons.

Two major questions?

What they did well?What could be improved?


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Team Meeting

D. Test and Summary

Meeting self-evaluation

a. when we meet we are all clear about why. We have clear, specific True/False objectives Comment ……………………………………………………………………….

…………………………………………………………………...………………

b. When we meet I am always convinced the meeting is the best way to True/False achieve our objectives Comment ……………………………………………………………………….

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c. We start our meeting on time, finish on time, and stick to our time True/False allocation for each item. Comment ……………………………………………………………………….

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d. Irrelevant or unnecessary tangents during our meetings are efficiently True/False and politely avoided. Comment……………………………………………………………………………. ………………………………………………………………………………………..

e. We all feel free to express our views, and if there are disagreements True/False they are explored productively. Comment………………………………………………………………………….

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f. We usually achieve our meeting objectives of making decisions, True/False solving problems, or sharing information. Comment………………………………………………………………………….

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g. At the end of our meetings, or soon afterwards, a list of actions True/False(who will do what by when) is drawn up and circulated.

Comment………………………………………………………………………….

………………………………………………………………………………… …


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Team meeting3

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