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Leading Effective Meetings


What tone do you want to convey? Refreshments. Stand v. sit to conduct meeting ... Who does what next? Next Meeting Time. Transcribe/distribute within 48 hours ... – PowerPoint PPT presentation

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Title: Leading Effective Meetings

Leading Effective Meetings
  • March 21, 2005

Effective Meetings are an Art and a Science
  • Why are they important?
  • Dr. George gauge influence of leader
  • The only way we have to judge cognitive ability
    is the way one speaks (and conducts a meeting)

  • What was your best experience conducting a
  • What was your worst experience conducting a

The Purpose of a Meeting
  • Define the purpose in 25 words or less
  • Is it absolutely necessary to bring these people
  • Is there another way to accomplish the purpose?
  • Who must attend?
  • If no meeting is held, what happens?
  • Consider the cost of the meeting

Count the Cost
Reasons to Hold a Meeting
  • Information Sharing
  • Problem Solving
  • Staff and Operational
  • Committee Assignments
  • Teaching and Training
  • Required by Law
  • Political
  • Share Interest

Who NEEDS To Be Present?
  • To GIVE information
  • Update group on activities, projects, people
  • To GENERATE information
  • Ideas, plan events, solve problems
  • TO TAKE information
  • Report back to various groups, constituents
  • Understand for personal benefit

Planning the Meeting
  • E-mails the norm
  • Outlook Meeting Manager
  • Do you need an RSVP?
  • Follow up if you NEED someone to be present

Planning the Meeting
  • Agenda 24 48 hours in advance (minimum)
  • One-sentence description at beginning
  • Organize topics
  • Order of importance
  • Focus/hide items
  • Control time
  • Sample Agendas

Choosing and Arranging Location
  • Your place
  • Authority
  • Space
  • Interruptions
  • Reference resources
  • Subordinates place
  • Boost ego
  • No interruptions
  • Friendly visit
  • Off-Site
  • Neutral territory
  • No interruptions
  • Logistics handled
  • Resources not close
  • Cost
  • Convenience

Seating and Tone
  • It wont usually be us vs. them
  • There will always be differences of opinions
  • Seating strategies (handout)
  • What tone do you want to convey?
  • Refreshments
  • Stand v. sit to conduct meeting

Running the Meeting
  • Agenda visible
  • Opening Statement
  • Thank you for coming, the purpose of our meeting
    today is……
  • Provide background info as needed
  • Recap agenda
  • State time constraints
  • State meeting rules

Conducting the Meeting
  • Begin on time with outline and purpose
  • Announce adjournment time
  • Assume latecomers are not coming
  • Provide background information necessary
  • Present agenda
  • Establish ground rules
  • Appoint secretary (to take minutes)
  • Appoint recorder (to track ideas on flipchart)
  • Encourage participation by all and open

Conducting Meetings
  • Consider round-robin approach
  • Leaders and/or superiors should not dominate
  • Delegate leadership as appropriate
  • Leader responsible to keep on track, on time
  • Bring each point to closure before continue
  • Avoid digressions
  • Deal with conflict openly
  • Summarize and ask for confirmation
  • Anticipate distracting members

Handling Difficult People
  • Eager Beaver, Silent Sam, Inattentive,
  • The round robin approach
  • Griper, Rambler, Eager Beaver
  • Ive already heard from you this afternoon…,
    Suzi what do you think?
  • Hidden Agendas
  • I agree it is an important topic, but the
    purpose of our meeting today is…..

Meeting Minutes
  • Become legal document
  • Topics Discussed
  • Key points
  • Summaries
  • MSP
  • Decisions Reached
  • Action Items
  • Who does what next?
  • Next Meeting Time
  • Transcribe/distribute within 48 hours

Participating in Meetings
  • Look the part
  • Be clear
  • Be succinct
  • Be positive
  • Watch body language

Formal Meetings
  • Standard Code of Parliamentary Procedure
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