Chapter 9 Effective Meetings Meetings Are common Are

Chapter 9: Effective Meetings

Meetings • Are common • Are costly • Are not always productive • Contribute to organization’s culture

Types of Meetings • Information-sharing • Problem-solving or Decision-making • Ritual activities

Types of Meetings • Virtual Meetings – Teleconferences – Videoconferences

Planning Problem-Solving Meeting When to Hold Meeting • Task is beyond one person’s capacity – Information – Time • Interdependent tasks

Planning Problem-Solving Meeting When to Hold Meeting • More than one decision or solution • Likely to have misunderstandings or reservations

Planning Problem-Solving Meeting Setting Agenda • Topics covered in meeting • Questions to ask: – Tasks in meeting – Important conversations – Information to begin

Planning Problem-Solving Meeting Setting Agenda • Agenda items – Time, length, location – Participants – Background information

Planning Problem-Solving Meeting Setting Agenda • Agenda items – Items and goals • Result-oriented • Specific • Realistic – Pre-meeting work

Planning Problem-Solving Meeting Setting Agenda • Order of agenda items

Conducting Meeting Beginning • • • Identify goals Provide background Show group can help Preview meeting Identify time constraints

Conducting Meeting Conducting Business • Parliamentary procedure – Use when: • External audience interested in decisions • Haste may obscure thinking • Strong emotions

Conducting Meeting Conducting Business • Parliamentary procedure – Order of business • • Reading minutes Reports Unfinished business New business – Motions

Conducting Meeting Conducting Business • Participation – Use Nominal Group Technique – Have members take turns

Conducting Meeting Conducting Business • Participation – Use questions • Overhead • Direct • Reverse • Relay

Conducting Meeting Conducting Business • Keeping discussions on track – Remind group of time pressure – Summarize and redirect discussion – Use relevancy challenges – Promise to address good ideas later

Conducting Meeting Conducting Business • Keeping positive tone – Ask questions – Paraphrase • Check understanding • Allow for elaboration

Conducting Meeting Conducting Business • Keeping positive tone – Enhance value of comments • Acknowledge idea’s merits • Explain your concerns • Build on idea or ask for suggestions – Pay attention to cultural factors

Conducting Meeting Concluding • When to close meeting: – At scheduled closing time – Group lacks resources to continue – Agenda has been covered

Conducting Meeting Concluding • How to conclude – Signal ending time – Summarize accomplishments and future actions – Thank group

Following Up Meeting • Build agenda for next meeting • Follow up on other members • Complete your assignments