Conducting meeting

Conducting Meetings: The Meeting Process

The Meeting Process provides participants with a framework for planning, participating in, and concluding meetings successfully. They learn techniques for establishing the purpose and agenda of a meeting and facilitating participants' progress toward the meeting goals….

INTRODUCTION.. Define and communicate the purpose,

objective, setting, and agenda for a meeting. Ensure that best practices are followed for

meeting procedures, such as taking minutes, keeping discussions focused, and summarizing accomplishments and action items.

Objectively evaluate a meeting's effectiveness. Content Emphasis: Skills-Based Audience: Managers and employees who want

to learn the appropriate process for conducting meetings.

Selecting Participants

The decision about who is to attend depends on what you want to accomplish in the meeting. This may seem too obvious to state, but it's surprising how many meetings occur without the right people there.

Don't depend on your own judgment about who should come. Ask several other people for their opinion as well.

If possible, call each person to tell them about the meeting, it's overall purpose and why their attendance is important.

Follow-up your call with a meeting notice, including the purpose of the meeting, where it will be held and when, the list of participants and whom to contact if they have questions.

Send out a copy of the proposed agenda along with the meeting notice.

Have someone designated to record important actions, assignments and due dates during the meeting. This person should ensure that this information is distributed to all participants shortly after the meeting.

Background Information

Understand why meetings should be conducted.

Learn the difference between formal and informal meetings.

Recognize common misconceptions about meetings.

Few features of a Successful Meeting

Every meeting should have a purpose. A meeting without a specific goal to meet is doomed even before it

has been called to order.

A meeting is conducted with the following objectives: To find facts, get or provide information on certain

projects, find solutions to problems, make decisions, prepare a plan of action, initiate the action, divide

responsibilities, follow up of actions taken and their results, inspire and organize individuals for and against

certain issues, promote products or events, protest against certain issues, receive reports, discuss and take

action on them. ·

Cont…

Before conducting a meeting, ask yourself: Is this meeting really necessary? In order to assess the necessity of meetings in your organization, try not holding a regular meeting. Did it have any adverse effects on the functioning of the organization? If no, you should review your meeting schedules.

Each meeting should be educative and informative: The members will not be motivated or inspired unless you provide them with some new info during the meeting.

Well conducted meetings compel people to consider and reconsider matters, reanalyze assumptions and prejudices.

PLANNING A MEETING…

Effective meetings that produce results, begin with meeting planning. First, identify whether other employees are needed to help you plan the meeting. Then, decide what you hope to accomplish by holding the meeting. Establish doable goals for your meeting. The goals you set will establish the framework for an effective meeting plan. As Stephen Covey says in the Seven Habits of Highly Effective People, "Begin with the end in mind." Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants.

CONT…

All too often meetings take place without an express purpose, are too long, and little is accomplished in them. A clear understanding of objectives to be accomplished is essential to an effective meeting. Once the purpose is apparent, questions as to who will attend, and where (and when) the meeting will take place can be dealt with.

Agendas may include time for review of notes from past business; discussion of new issues; evaluation of progress toward goal achievement.

Supervisors are cautioned not to be overly optimistic about what can be accomplished in a single meeting.

Closing Meetings Always end meetings on time and attempt

to end on a positive note.

At the end of a meeting, review actions and assignments, and set the time for the next meeting and ask each person if they can make it or not (to get their commitment)

Clarify that meeting minutes and/or actions will be reported back to members in at most a week (this helps to keep momentum going).

Thank you

BJMC 2BMalika abichandaniAnjlika gupta