Meeting Skills Course Objectives Explain the Importance of

Meeting Skills

Course Objectives • Explain the Importance of Effective Meetings • Describe the Meeting Process • Explain the Key Elements of Meeting • Explain the Key Roles in a Meeting • Explain What is Minutes of Meeting (Mo. M) • Describe the Decision Making Approaches in Meeting • List the Characteristics of a Good Facilitator • Explain the Role of Active Listening in Meetings • Explain the Various Questioning Techniques • Explain the Role of Body Language in Meetings • List the Challenges of Meetings • Describe Dos and Don’ts of Meeting Etiquette

Introduction Radium Project Mark Dawson is a Project Manager in Helios Inc. He has called a meeting of his team members. He wants to discuss the progress on Radium Project, a project of developing new billing software.

Introduction Radium Project What about the progress on XYZ Project ? XYZ Project …… The meeting started off well. Let’s focus on Let’s begin! Radium Project for now. Yes, XYZ ……. . Project has …… However, as the meeting progressed, it was found that the discussion deviated from the progress of Radium Project. XYZ ……. . Project is ………. Mark tries his best to bring the focus of the meeting back on Radium Project but to no avail.

Introduction Radium Project ……. XYZ Project The participants in the meeting continued discussing other projects, general team related concerns and queries and other general issues. I’ll need to reschedule thefocus meeting Let’s on again to discuss the progress of Radium Project for. Radium now. Project. XYZ Project …… The end result of the meeting was that Mark was not able to complete the discussion about the progress of Radium Project and decided to schedule another meeting again for the same.

Introduction Radium Project • Most p • eople t h meetin i g or at nk that cond te u very si mple a nding a mee cting a nd stra t proces ightfor ing is a s. ward • r the person fo t n a rt o p m i y ll It is equa ng to have ti e e m a g n ti c u d con well as for s a ls il k s g n ti e e outstanding m ood meeting g e v a h o t ts n a ip the partic n together a c y e th t a h t o s skills eeting m a g in k a m s rd a contribute tow successful. cies However, there are several intrica involved in conducting a meeting ch successfully as well as involving ea rom each participant and getting the best f of them in a meeting.

Introduction Radium Project • As you h examp ave seen in t he le intenti , in spite of M earlier on a Projec s to discuss rk’s best t t in the meeti he Radium discus ng, sio other t n deviated t the oward opics. s sever al • skills in g n ti e e m t u o b a So, let us learn detail. • ting will Hence, the end purpose of a mee eeting not be met successfully if your m skills are not up to the mark.

Conducting Effective Meetings People do not like to waste their time; hence running efficient and successful meetings is a key skill that every individual should learn for growing in their career. Running an effective meeting is more than sending out a notice that your team is to meet at a particular time and place. An effective meeting achieves the following: s the e v e i h c a t I ective. j b o s ' g n i meet It leaves p art feeling tha icipants t a sensibl process ha e s been fol lowed. It tak es up amou a minim u nt of time. m

Did You Know? Research has shown that: Following a detailed agenda and starting on time would reduce the time that managers spend in meetings by 80 percent. Most managers spend up to 10 hours a week in meetings and 90% believe that more than half of that time is wasted. 49% of participants considered unfocused meetings and projects as the biggest workplace time waster. 50% of meeting time is unproductive and that up to 25% is spent discussing irrelevant issues. Agenda items are covered in only 53% of the scheduled time, with the remaining time as unproductive. Executives spend on an average of 40 -50% of their working hours in meetings. 9 out of 10 people daydream in meetings.

Meeting Progress Flow The following diagram shows the flow of the progress of a meeting: Opening Concluding Discussion

Meeting Process Follow-up: The third step of the meeting process is the follow-up. This is done in sync with the action agenda that has been prepared after the exchange of information during the meeting. This also involves keeping track of the roles and responsibilities that were assigned to different people during the meeting.

Key Roles in a Meeting n o s a h C er p ir ble for ensuring si n o sp re is n o rs e The Chairp ffectively and e n ru re a s g n ti e e that m efficiently. ain task m o tw r e d si n o c st The chair mu as follows: re a h ic h w p u ro g functions of the achieve to l a ic it r c e r a t decisions tha d n a s n o ti c a e Th re and a • lf e w , s ip h s n o ns – the relati o ti c n fu e c n a n The mainte • group e th f o y n o m r success. a ’s h n o ti a iz n a g r o will affect the d n a t n ta r nting and o e p m im le e p r a im s , n g o in ti r c a Both fun nning, prep la p in g on time le o in r d n d e a le d n e a th g s n a ti The chair h ible for star s n o p s e r is d n a tings ssions. u c is d d n a s n evaluating mee io in the decis s r e b m e m g in and involv

Minutes of Meeting Name of organization Purpose of meeting Date and time of meeting A format of minutes of meeting is given below. You will notice that any minutes of meeting should include the following elements: Name of the Chair Person Minutes of Meeting Name of Organization: Name of participants Purpose of Meeting: Topics / agenda covered Date/Time: Discussion / decisions made by the participants Location: Location of the meeting Follow-up actions committed by participants Due dates for completion Name of person responsible for each action Other comments worth documenting for future review or history Chair Person: Name of Participants: Topic Discussion Action Due dates for Person the completion Responsible 1. 2. Further Notes or Comments:

Before the Meeting The following should be done before the meeting: Notify Everyone who needs to know about the Meeting Ensure all Reports & Information are available Send out Agenda & Background Information prior to Meeting Plan the Agenda Ensure all Reports & Information are available: Confirm that the required person or a suitable alternate is available to attend the meeting and make a report.

Physical Set-up of the Meeting All your best planning efforts can be wasted if you overlook the physical surroundings of your meeting. The following considerations of the physical set-up of a meeting will encourage participation and foster success: Other consi derations to be Other co considerations ns to be Othe her consideratio r ations to be ns to be Ot Other her consider consideratio ations to be ns to be Ot Other her consider consideratio ations to be ns to be Ot Other her consider consideratio ations to be Ot Other considerations to be Other tions to be Other consi derations to be Other consideratio ns to be Ot her consideratio ns to be Ot her consideratio ns to be v O ther consideratio ns to be Let us look at each in detail. Size of the r oom: How m any people meeting? To will o big a room gives an isol attend the and too sma ated feeling ll a room ma , kes people and uncomf feel cramped ortable.

Physical Set-up of the Meeting Size of the room: How many people will attend the meeting? T oo big a roo m gives an isolated fee ling, and to o small a room make s people fee l cramped and uncom fortable. Size of the ro om attend the m : How many people w ill eeting? Too big a room gi an isolated feeling, an ves d too small makes peo a ro ple feel cra om mped and uncomforta ble.

At The Meeting At the meeting, the following key points should be kept in mind for an effective meeting: 1 Set the ground rules: These agreements for participant behavior will make meetings more efficient and effective. They should be discussed by the group and revisited periodically. Some groun d rules are: • Everyon e has equal rights and c • The wil an participa l of the maj te. o r ity is carried • The min out. ori • Only on ty will be heard. e topic will be consider • Decisio ed at a time n-making w. i l l be done fai impartially rly and

Evaluating the Meeting Some ideas for assessing your meeting are as follows: Have the participants complete an anonymous survey about the meeting and discuss the results. Before the meeting is adjourned ask, “what went well” and “what could be improved. ” Appoint someone to monitor the meeting process and report on it at the end. Rotate the responsibility among the members.

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