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Effective Methods for Busines Meetings

Communications In the Workplace

Amber Roberge

on 29 July 2013

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Transcript of Effective Methods for Busines Meetings

Effective Methods for Business Meetings
Effective meetings are managed events –
they don’t just happen.

During the Meeting (Do)
After Meeting (Reviewing)
When Is a Meeting Effective?
A meeting is effective when it achieves its objectives in a minimum amount of time to the satisfaction of the participants.

The effective-meeting process:

- Before meetings (Plan)
- During meetings (Do)
-After meetings (Review)

A checklist to review meeting effectiveness

We Participate in all Types of Meetings
An important element of effective meeting techniques is to initially answer the fallowing question’s.

Is the meeting necessary?

What is the result I want from this meeting?

Planning should take the most effort in order to maximize the effectiveness of the meeting.

Before the Meeting (Plan)
Establish the need of the meeting. (why)
Set a clear one page agenda (what and how)
Goal of the meeting – What do you want to get out of it.
Subtopics with amount of time spent on each one.
Arrange logistics (where and when)
Define roles and responsibilities (who)
List of attendees & how their presence will help the meeting

Guidelines for an Effective Agenda
Identify the time, date, place, and participants
Describe your objective
Tell the participants how to prepare
Set time limits on topics
Ensure enough time for a proper discussion
Schedule items in order of importance

Seven Basic Steps For Planning a Meeting
1. Decide precisely what you want to accomplish during the meeting – a decision, a plan, alternatives, understanding?
2. Determine who needs to attend and who can be copied on meeting minutes. Plan roles for the attendees in advance.
3. Plan the content of the meeting — the agenda — and the frequency and duration needed.
Plan how you will present each part of the agenda for maximum effectiveness. Consider your outcome and determine the methods and environment that best supports it.
5. Plan what you will do after the meeting or between meetings to be effective and to make progress like status updates, teleconferences, sub-teams.
6. Plan how you will evaluate the meeting — as it is taking place and afterward.
7. Reach agreement on meeting agenda, issues, and materials with key participants, sponsors, and resources prior to the meeting in order to proactively set expectations, build commitment, and resolve issues.

Start on time – it sets the tone of the meeting
Stick to agenda – don’t go off topic for it will slow things down
Recognize comments that derail the meeting and steer meeting back to appropriate conversation.
Record decisions made in meeting
With the recorded information, you can fallow up and make progress checks.
Stick to scheduled time for each topic and end the meeting on time.
Before closing, summarize key decision or agreements.
Don’t belittle other group members ideas or contributions

Meeting Roles: Leader
The leaders role is to make sure the agenda and the main purpose of the meeting are followed.

“Owns” the meeting and sets the objectives
Guides the content of the meeting (Are we meeting objectives?)
Determines the participants and assigns roles
Develops the agenda
Provides support, information, and resources
Sets the tone, expectations, and direction
Encourages creativity
Makes decisions or determines how to make decisions

After the Meeting & Reviewing
Evaluate effectiveness
Circulate meeting summary
Follow up on Next Steps via email, phone, etc.
Set up sub-teams to work on larger actions
Issue progress reports
Follow up on next steps
Incorporate benefits and concerns into next meeting plan
Leave time at the end of meeting for feed back
Start planning the next meeting

Leave Time at the End of the Meeting for Feedback
Perform a process pro’s and cons or benefits and concerns:
-What went well?
-What should we improve for next time?
Perform a content pro’s and cons or benefits and concerns:
-How well are we meeting our objectives?
-What do we need to do better?

The only way to improve meeting effectiveness is to evaluate it and determine what to do better.

American Etiquette Coach on Rules When Attending a Meeting- Workplace Etiquette
Dissussion Questions
1). What did you find most useful about business meetings?

2). How can you implement these skills into your own life?

3). After watch the video, what are some tips you learned
about attending meetings?
Full transcript