7.3 death by meeting lecture slides student notes
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Death by MeetingLecture 7.1
University of Alberta
ALES 204
Nancy Bray
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Housekeeping
Assignment #2 Questions
Labs next week: bring a copy of your fact sheet for peer review
Guest lecture on Monday - no PowerPoint!
Practice speeches - start week of March 11
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Lecture Outline
1.How to write a business letter
2.What are meetings?
3.How do meetings work?
4.How can you make meetings better
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1. How to write a business letter
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2. What are meetings?
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11 million meetings/day in the U.S.
62 meetings/months for average professionals
37% of employee time spent in meetings
professionals estimate 50% of meetings are a waste of time
31 hours a month lost to unproductive meetings
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Professionals admit to...
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Professionals complain that...
They don’t know why they were invited
The presenter reads from the PowerPoint slides.
Meetings last too long
The flow of the meeting is disturbed by technology
No problems are ever solved
Employees are told what is wrong, but no chance to input
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A meeting is:
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Why meet?
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Types of meetings
Informal Formal
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Types of meeting
Less formal More formal
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Rules of order
Informal Formal
Increased use of formal meeting procedures (rules of order)
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Robert’s Rules of Order
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How do meetings work?
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The main characters
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The Chair should:
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Chair must decide S-
P-
A-
M-
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The Agenda
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Agenda should include
Time/Venue
Who will not be able to attend (absences/regrets)
Minutes of previous meeting
Matters arising from previous meeting
Other items to discuss
Reports from sub-committees
Guest speakers
Date/venue for next meeting
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Tips:
Most difficult items should be placed in the middle third of the meeting
No longer than 90 minutes
Allocate time for each item
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Opening the meeting
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Managing the meeting
Diverting tangents
“That’s an interesting idea, but I don’t think we’re advancing our goals.”
“We’re talking about a new topic- do we want to swap out an agenda item to continue discussing it?”
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Managing the meeting
Getting to the right input:
Manage dominant personalities Give credit for ideas Manage quiet members Don’t dismiss ideas or take sides Look out for disparaging comments When questions are asked of you- turn it back to the
group
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Managing the meeting
Aim for consensus
Make a note of open items
Summarize the action items at the end of the meeting
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https://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre
ExampleA meeting turns into chaos because of a poor chair
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The Administrator
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List of minute elements
Title of Group / project Date / location / time Present: List all those present. Apologizes: List all those who gave apologizes. Review of minutes from last meeting. Include date and time
that minutes were accepted Discussion items Action items Other business items Date, time, chair of next meeting
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How to take minutes Taking minutes
https://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu
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The Participants Drama Queen
The Grouch / Silent One
One-Track Mind
Peter PowerPoint
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Drama Queen
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How to handle the drama queen
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The Grouch
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How to deal with the grouch
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One-track mind
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How to handle one-track mind
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Peter PowerPointReads from his long-winded PowerPoint slides word for word
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How to handle Peter PowerPoint
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Can meetings get better?
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Why meetings fail
The meeting is unnecessary
The meeting is held for the wrong reason
The objective of the meeting is unclear
Lack of preparation
The wrong people are there
Lack of proper control
Poor environment
Poor timing
No follow up
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Remember
Every meeting is unique
A meeting’s success judged by the actions which result
Managing the meeting is everyone’s responsibility
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Shake things up
If a meeting isn’t necessary, don’t have one.
Try different and “new” types of meetings
Look for and provoke sources of legitimate conflict
Take notes
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Take away
Meetings are important form of communication
Don’t waste participants’ time
Know your role
Take responsibility for the productivity of the meeting no matter which role you play
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