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MGMT 3210 - Effective Meetings Presentation

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by

Kara Schulz

on 4 December 2013

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Transcript of MGMT 3210 - Effective Meetings Presentation

Effective Meetings
Audience Analysis
Creating an Agenda
An agenda answers key questions regarding the meeting
Typically sent out before the meeting
Specifies five questions
Allows for preparation regarding concepts that will be discussed
Assign times for each item on the agenda
Leave room for extended discussions
Purpose
There may be multiple purposes in a meeting
Address all purposes at the beginning and state how they will be handled
State how the decision will be made
Robert's Rules of Order
A guide in order to conduct effective meetings
Easy decision making process
Scripted agenda
Standard order of business
Debate decorum
Conclusion
Effective Meeting Participation
Preparation
Arrive on time
Engage yourself in discussion
Be prepared to follow-up
Ask questions
Take notes
Give all members a chance to participate
Purpose
Six main meeting purposes
Strictly giving information to all members
Engaging members in a group discussion
Allowing members to evaluate ideas about specific topics
Asking group members for an opinion or to take action
Forming and building a document together
Group motivation
Kara
(1)Identifying your purpose
(5)Decision making strategies
Tomasz
(2)Creating an agenda
(6)Effective meeting participant
Aly
(3)Robert's rules of order
(7)Meeting minutes
Azam
(4)Keeping the meeting on track
(8)Audience analysis
The main decision making processes are
Authoritative
Consultative
Voting
Consensual

Ensure that discussions could not have been done outside the meeting
Meeting Minutes
What should be included?
What information should be recorded?
Attendees and absentees
Decision and action assignments
Appropriate length
Assign a time keeper
Keeping the Meeting on Track
Decision Making
Strategies
The standard agenda
A seven step process

Dot planning
Allows priorities to be decided quickly amongst a large group
The Standard Agenda
1.
Discuss and agree on the task
2.
Identify the problem and agree on situation
3.
Gather and share information with the group
4.
Establish criteria
5.
Brainstorm possible solutions
6.
Develop criteria and compare possible
solutions to criteria
7.
Decide on solution
Dot Planning
1.
Brainstorm ideas as a group
and present them on the wall

2.
Each member receives high
and low priority dots

3.
Members place dots on ideas
Agenda
Identifying your purpose
Creating an agenda
Robert's rules of order
Keeping the meeting on track
Decision making strategies
Effective meeting participant
Meeting minutes
Audience analysis
Set the ground rules
Introduce newcomers
Use positive reinforcement
Acknowledge and negotiate conflict
Summarize group consensus if no vote is taken
Leave time for a summary at the end of the meeting
Determine audience characteristics
Complete an audience analysis
Background & demographics
Use terminology appropriate for audience

References
Anderson, P. (2013). How to run effective meetings.
Public Finance
, 44-45. Retrieved from
http://search.proquest.com/docview/1413257080?accountid=1343

Locker, K., Kaczmarek, S., & Braun, K. (n.d.). Planning, managing, and recording meetings. In
Business Communication (4th Canadian ed., pp. 291-298). Canada: McGraw-Hill Ryerson Custom.

Robert, H. M., & Robert, S. C. (2011). Robert's rules of order newly revised (11th ed., a new and
enlarged ed.). Philadelphia, PA: Da Capo Press.

Jennings, A. C. (n.d.). Robert's Rules and Debate Decorum. For Dummies. Retrieved November 26, 2013, from http://www.dummies.com/how-
to/content/roberts-rules-and-debate-decorum.html


GOOD ARTICLE
http://library.mtroyal.ca:2089/docview/1413257080/fulltextPDF/14201466DE6575A85D3/9?accountid=1343
Identify the purpose
Create an agenda
Set ground rules
Be prepared
Record information
Summarize
Full transcript