Chapter 8 – Leaders Manage MeetingsChapter 9 – Leaders Manage Compensation

ProgramsReview QuestionsNext Week

AGENDA

Leaders Manage Meetings

HOSPITALITY AND RESTAURANT MANAGEMENT

Explain the need for meetings to be effectively managed.

Describe procedures for planning effective meetings.

Explain procedures for conducting effective meetings.

Suggest procedures required to evaluate and follow up on meetings.

CHAPTER LEARNING OBJECTIVES

Why did you attend the meeting? Why did you think the meeting was ineffective? What would you have advised the meeting facilitator to do

to improve the meeting? What did you learn from the experience that might help you

be a better meeting planner in the future?

YOUR RECENT EXPERIENCE

WHY DO PEOPLE HATE MEETINGS?

No understood goal – leaders unprepared.Participants are unprepared.Many meetings are too long.Too busy.People are not focused; others are disruptive.Information is confusing.Many people do not say what they think.

MEETINGS CAN BE UNPOPULAR

The manager must be prepared for meetings.To be prepared, the manager must effectively plan

meetings.

THE MANAGER AND EFFECTIVE MEETINGS

Information meetingsProblem-solving meetingsBrainstorming meetingsAction meetings

TYPES OF MEETINGS

Update on construction processPlanning for Hall of Fame catering eventRoll out of new Vision, Mission & ValuesDiscuss low ratings from the Health Dept. Address options for signage for customers coming to

events at SCC

WHAT TYPE OF MEETING SHALL I CALL????

STEPS IN MEETING PROCESS

1. Identify Meeting ObjectivesBusiness objectives should be identified.Feedback should be obtained from managers and

employees who will attend the meeting.2. Determine Attendees

Only those absolutely necessary to objective

PLANNING A MEETING

3. Develop the AgendaAgenda—topics to be covered

at a meetingMeeting “basics”Meeting objectivesAgenda topicsTime frames for each agenda

topicConcluding activities

PLANNING A MEETING - CONTINUED

4. Plan Meeting Warm-Up Activities Quick, interactive activity to prepare attendees to focus on

the meeting and its objectivesExamples

IntroductionsTeam-building activitiesTraining activities

PLANNING A MEETING – CONTINUED

Do you feel icebreaking activities such as these are helpful in getting employees to know one another?

How important is it that those individuals who attend meetings also feel like they are part of a team?

What are some other ways a manager might make all employees within an operation feel like they are part of the same team?

QUESTIONS?

5. Pre-meeting Activities and Assignments What, if any, pre-activities or assignments must be

completed? Should the activities be completed before or during the

meeting? How much time and what materials and instructions will

be required for the pre-assignments?

PLANNING A MEETING – CONTINUED

6. Schedule the Meeting A carefully planned agenda will indicate the time required

for the meeting.When scheduling, consider available times of those who

must attend.Meet during slow business volume times.

PLANNING A MEETING – CONTINUED

1. Meeting objectives should be planned (before/after) employees to attend the meeting are identified.

2. Every meeting will require pre-meeting activities and assignments. (True/False)

3. Agendas (are/are not) required for “routine” meetings.

4. Employees who will attend a meeting (should/should not) provide input about it.

HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?

Careful planning for this meeting will not be wasted if the manager properly conducts it.

CONDUCTING MEETINGS

Determining whether topic discussion should continue or should be addressed later

Keeping track of allowed time

Refocusing the group, if necessary

Remaining neutral when managing the discussion of sensitive topics

Preventing meeting domination by any person

Bringing closure to agenda topics

RESPONSIBILITIES OF THE MEETING FACILITATOR

Arrive early.

Use a sign-in sheet.

Start on time.U:\Leadership\Chapter 8 resources\Meetings Lateness.pdf

Use and follow an agenda.

TACTICS FOR A SUCCESSFUL MEETING

Understand the purpose and objectives of the meeting.

U:\Leadership\Chapter 8 resources\Meeting feedback.pdf

Identify action items and make assignments.End on time. U:\Leadership\Chapter 8 resources\Meetings Ending.pdf

Use evaluation information for improvement.

TACTICS FOR A SUCCESSFUL MEETING, CONTINUED

ExamplesPromptness

Conversational courtesies

U:\Leadership\Chapter 8 resources\I Was Just Kidding.pdf

Breaks

Interruptions

Rotation of routine tasks

Question and answer periods

GROUND RULES FOR MEETINGS

Setting Ground Rules Activity – page 236Rank rules individually from 1-10 (10 least important)Discuss as a group and come to consensus on a

group ranking

LET’S PRACTICE

Each agenda item should be considered, and, if necessary, action items should be identified.

Action items should be assigned to someone who must complete the assignment by a deadline.

Encourage participation from everyone.

FOCUS ON AGENDA ITEMS

U:\Leadership\Chapter 8 resources\It Won't Work.pdf

CHALLENGES IN FACILITATING MEETINGS

Don’t argue with themListen to themState your concerns regarding their behaviorSet boundaries and help refine their deliveryRedirect their energy and challenge them

TECHNIQUES FOR DEALING WITH NEGATIVE PEOPLE

What is your style as a meeting leader?Quick QuizMary G. McIntyre – www.yourofficecoach.com

ONE FINAL ASSESSMENT

All action items should be identified and reviewed to assure that there are no misunderstandings about responsibilities.

A schedule for the next meeting should be established.

The facilitator should summarize the meeting.

CLOSING THE MEETING

Purpose—determine what worked well and change things that did not.

Evaluations can be written or oral.Evaluations should be short and concise.

MEETING EVALUATION

Minutes should focus on three types of information:Decisions madeAction itemsOpen “parking” lot issues

MEETING MINUTES

Chapter 10 resources\The Flashbacks.pdf

ONE LAST CASE

1. A manager does not need to facilitate each meeting. (True/False)

2. Managers should establish ground rules for meetings. (True/False)

3. Minutes should be circulated within two weeks of the meeting date. (True/False)

HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?

4. Meetings that share communication such as status reports, updates, orientation and training are examples of what type of meetings?A. ActionB. BrainstormingC. InformationD. Problem-solving

HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?

5. The weekly meeting is called and the manager asks a server to have his customers take a survey to ask how the food has been so they can review the progress of some recent changes. This is an example of a(n)

A. meeting a goalB. warm-up activityC. agenda itemD. action item

HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?

Explain the need for meetings to be effectively managed.

Describe procedures for planning effective meetings.

Explain procedures for conducting effective meetings.

Suggest procedures required to evaluate and follow up on meetings.

CHAPTER LEARNING OBJECTIVES—WHAT DID YOU LEARN?

Did you learn anything new about yourself?Was this a valuable exercise?

360˚ EVALUATION

Chapter 10 – Employee Retention and TerminationsExam Review

NEXT WEEK