Personal Development Conducting Effective Meetings in Institute
In every organization or institute how to increase performance and how improvement for every person. So lets check us detail
Do you fear going to meetings?
Take a moment to recall your last team meeting:
- What does it look and feel like?
- How well does your team function?
- Who always talks and who never talks?
- How does the group make decisions?
- Are team members accountable for their contributions to the team?
Problem with meetings
- Lack conflict
- Ineffective/Time Wasting
- Lack appropriate context or structure
- Lack of focus
- Forget what is at stake
If there isn’t much at stake, don’t meet.
Five Concepts for Leading Effective Meetings
- Set the stage-Why do I care/What is at stake?
- Mine for conflict-actively engage all viewpoints
- Don’t wait for consensus-get all ideas out-then LEAD
- Drive to Conclusion
- Everyone supports/takes action/is accountable
Planning and Preparing your Meeting
“Perhaps the most important time you will spend in a meeting is the time you spend before the meeting even starts…”
Setting the Stage
Determine the Purpose
- To develop your purpose for the meeting ask yourself the following questions:
- What is at stake?
- Why am I holding the meeting?
- What do I want to achieve at the meeting?
- What do I want to achieve after the meeting?
Tip: Before you begin to move forward with planning your meeting – decide whether or not a meeting is the best way to accomplish your meeting purpose.
Prepare a Meeting Plan
Determining a meeting type will help simplify your planning process
- Meet to solve a problem
- Make decisions
- Gather to share information
- Hear a presentation
- Brainstorm ideas
The Four meetings
Purpose and Format
Keys to Success
Share daily schedules and activities
•Don’t sit down
•Keep it administrative
•Don’t cancel even when some people cannot be there
Review weekly activities and metrics, and resolve tactical obstacles and issues
•Don’t set agenda until after initial reporting
•Postpone strategic discussions
Discuss, analyze, brainstorm, and decide upon critical issues affecting long-term success
•Limit to one or two topics
•Prepare and do research
•Engage in good conflict
Quarterly Off-site Review
Review strategy, industry trends, competitive landscape, key personnel, & team development
•Get out of office
•Focus on work; limit social activities
•Don’t over structure or overburden the schedule
Define: Content & Process
Refers to how the meeting proceeds, how the group works together to accomplish task(s), and to build and maintain cohesiveness
Refers to what is talked about at the meeting, the agenda topics, decisions, information, opinions, etc.
Identify Meeting participants
To determine who should attend follow these guidelines:
- Invite those with relevant information or expertise
- Invite those who will make the final decision
- Invite people who are affected by or will carry out a decision
- Consider inviting anyone who might significantly prevent or interfere with the implementation of a decision
- Invite individuals with higher functional responsibility
Tip: Invite as few people as possible while still being inclusive. This varies based on the purpose and intent of the meeting.
Identify Group Roles
- Responsible for managing the meeting
- Keeps time and lets participants know when it is time to move to the next agenda item
- Note Taker
- Keeps written record of proceedings
- Chart Person
- Writes important points of discussion and lists of ideas.
- Keep group on track
Prepare the Agenda
- Agenda: Very simply “Things to be done”
- Sequence: Arrange your agenda with the most important items first and least important last in case time runs out
- Timing: Assign realistic times to each item, this will determine how long the meeting will last and will enable you to figure out if you have too much on the agenda
Effective Agendas Include
- Meeting Purpose-What is at stake?
- Meeting Logistics (Date, Time, Roles, Participants)
- Agenda Items
- Assignments (Report out, etc. )
“Every minute you avoid spending in a meeting is a minute you can get real work done instead”
Communicating to Participants Includes
- What is at stake?
- Who? When? Where?
- Meeting Agenda
- Any special instructions regarding participant preparation
Tip:Leaders should not be the only person coming to the meeting prepared. Therefore, providing information ahead of time will increase the chances of better productivity during your meeting
Lead, Lead, Lead
- When you lead a meeting, you are a leader and all leadership principles apply:
- Provide structure
- Encourage participation
- Be decisive
- Hold participants accountable
- Starting on Time – Communicate the seriousness of starting on time. Wasting people’s time equals less time working on other projects
- Stay Focused – Do not allow for other work to be done
Tip: Arrange the meeting room that supports dialogue and better communication.
Request that cell phones, laptops, iPads not be used during the meetings, i.e. for checking emails
Utilize Introductory Activities
Set aside 5-15 minutes for introductory items to help get the meeting started.
- Welcome & Introductions
- Meeting Purpose
- Ground Rules
- Meeting Agenda
Mine for Conflict
- Keep the Meeting Focused
- Encourage Full Participation
- Attend to the Pace
- Handle Counterproductive Behavior
It’s your job to encourage everyone’s full participation
Ways to mine for conflict
- Directly ask for Input from Everyone
- Ask Open-ended Questions
- Actively Listen to Others, Be Attentive to Body Language
- Reinforce and Acknowledge Positive Participation
- Ask for Concrete Examples
- Be Supportive
Tip: Always maintain control. Don’t forget you are the Leader. Don’t allow another participant to take that role from you.
Handle counterproductive behaviors
Six Behaviors That May Cause Problems:
- Overly Talkative
- Definitely Wrong
- Highly aggressive
- Side Conversations
- Won’t Talk
Drive to Conclusion
Often we walk away from a meeting feeling that nothing is accomplished. Follow these steps below to help create conclusion to the meeting:
- Summarize what has been accomplished
- Compare the accomplishments with the desired outcomes
- Identify unfinished agenda items and determine ways to address them
- Minutes should be handed out to everyone attending the meeting
- Give direction to participants to review the minutes and action items
- If these are ongoing meetings, the minutes become the start of the next agenda
- Be a Leader
- Start Fast
- Mine for Conflict
- Drive to Conclusion
- Hold everyone accountable
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