PPT Module 19 Planning Conducting and Recording Meetings

PPT Module 19 Planning, Conducting, and Recording Meetings Mc. Graw-Hill/Irwin © 2007, The Mc. Graw-Hill Companies, All Rights Reserved.

19 -1 Planning, Conducting, and Recording Meetings ¨To learn how to § Plan a meeting. § Lead a meeting. § Be an effective participant in meetings. § Take good meeting minutes. § Network effectively.

19 -2 Planning, Conducting, and Recording Meetings Start by answering these questions: § What planning should precede a meeting? § When I’m in charge, how do I keep a meeting on track? § What decision-making strategies work well in meetings?

19 -3 Planning, Conducting, and Recording Meetings Start by answering these questions: § How can I be an effective meeting participant? § What should go in meeting minutes? § How can I use informal meetings with my boss to advance my career? § Do virtual meetings require special consideration?

19 -4 Types of Meetings ¨ Parliamentary § Follow formal procedure; use Robert’s Rules of Order. ¨ Staff § Typically are held to announce new policies and products, answer questions, share ideas, and motivate employees. ¨ Team § Bring team members together to brainstorm and create. ¨ One-on-One § Are perhaps the most common kind of meeting.

19 -5 Purposes of Meetings ¨Share information. ¨Brainstorm ideas. ¨Evaluate ideas. ¨Make decisions. ¨Create a document. ¨Motivate members.

19 -6 As Chair of Meetings ¨Help participants deal with issues in a timely and thorough manner. ¨Make ground rules explicit. ¨Pay attention to people and the process at hand. ¨If conflict gets out of hand, focus attention on the group process.

19 -7 To Use Standard Agendas ¨Understand what the group has to deliver and when. ¨Identify the problem. ¨Gather information and share it. ¨Establish criteria. ¨Generate alternate solutions. ¨Measure alternatives against criteria. ¨Choose the best solution.

19 -8 To be an Effective Participant ¨Prepare for meetings. ¨Speak when you have the chance. § Make notes so that you can be succinct. ¨While speaking § Show that you’ve done your homework. § Link your comment to that of someone in power. § Find an ally ahead of time and agree to acknowledge each other’s contributions at the meeting.

19 -9 Meeting Minutes Include ¨Decisions reached. ¨Action items, where someone needs to implement or follow up on something. ¨Open issues—issues raised but not resolved. ¨Who was present, wording of motions and amendments, and vote results.

19 -10 Virtual Meeting Caveats ¨ Be aware of the limitations of your channel. § E-mail may seem more brusque. § Audio meetings lack nonverbal cues. § Videoconferences only show what the lens picks up. § Technology can fail.