MEETING PLANNING AND PREPARATIONS

ACE SEMINAR SERIES28.10.2011

Godfrey Richard

What’s a meeting?A meeting is a gathering of people to present or

exchange information, plan joint activities, make decisions, or carry out actions already agreed upon. Almost every group activity or project requires a meeting, or meetings, of some sort.

Why plan for a meeting? Look at this example..

Who likes a meeting……• Without a clearly defined agenda?• That seems to drag-on forever?• That rambles from topic-to-topic ?• That ends without any apparent result?

These types of meetings are • Frustrating• A waste of one of the most valuable resources of any

organization – time.

Why plan for meeting?Time: a critical resource

Opportunity Costs

Avoid confusions.

Types of meeting• Formal or Informal

– With agenda, rules of procedure, minutes or – Casual and relaxed - structure but nothing written

• Planning– To prepare or evaluate a plan – To seek information

• Reporting– Progress to date– Providing information or status reporting

Meeting planning and preparationDefine the purpose of the meeting

Identify the participants - Every invitee should have a role

Identify a recorder or secretary

Meeting planning and preparationPrepare an agenda in advance of the meeting in

cooperation with key participants.

Distribute the agenda and circulate background material, lengthy documents or articles prior to the meeting so members will be prepared and feel involved and up-to-date.

Develop an agenda in cooperation with key participants.

Meeting planning and preparationChoose an appropriate meeting time.

Set a time limit and stick to it, if possible. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable and as short as possible.

Pay attention to the details, consider having a checklist available for every item that need to be done prior to the meeting

If possible, arrange the room so that members face each other, i.e., a circle or semi-circle. For large groups, try U-shaped rows.

Choose a location suitable to your group's size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression.

Use visual aids for interest (e.g., posters, diagrams, etc.). Post a large agenda up front to which members can refer.

Meeting planning and preparation

Creating an agendaThe meeting agenda is a roadmap for the meeting. It summarizesMeeting start timeMeeting end timeMeeting locationTopic headingsInclude some topic detail for each headingIndicate the time each topic is expected to last

Example: Bell Shaped Agenda Item 1: Welcome

Item 2: Minutes

Item 3: Announcements– non-controversial– short– example: upcoming events

Item 4: Easy Item– More than one item may be included in this section, but

should not be controversial

Example: Bell Shaped Agenda Item 5: Hardest Item

Why in the middle?• Attendance: late comers have arrived and early-

leavers have not left.• Attention: focused on meeting by this time, not yet

concerned with next appointment. Item 6: For Discussion Only

– Will often be presented as Item 5: Hardest Item at subsequent meeting for vote or decision.

Item 7: Easiest Item End of this meeting is the beginning of next meeting. End on positive note of agreement and

encouragement. Good time for member

Before and During the Meeting• Arrive early

– Arrange the room if necessary– Know how to control the lighting and temperature in

the room.– Distribute handouts.

• Begin on time.

• Introduce members if not familiar; introduce visitors.

• Establish ground rules, if necessary.

• Run the meeting.

During the Meeting, cont’d• Control interruptions – ask that cell phones and pagers

be turned-off.

• Identify and record results.

• Assign responsibilities for follow-up – Action Registry.

• End on time.

• Thank participants for their input and reinforce the importance of outcomes on the organization.

Meeting RoomSpace matters!

• Members must be able to easily see one another. • Room should be comfortable temperature. • Adequate space for planners, notebooks, or laptops• People should be able to hear the discussion easily. • If it is a large group, the meeting’s facilitator should

consider standing.

Meeting room arrangementsX X

Theater Style– Leader has great power by position. – Participation and interruption by

audience is limited

U-Shaped Style– Equality of membership.– No doubt of who the leader is.– Good visibility for visual aids

Circle Style– Democratic: equality is stressed. – Great visibility by participants. – Obvious body language.– Excellent participation.

Member Roles Why do meetings fail? Well, there may be reasons such as lack of time, a badly designed agenda or an unsatisfactory venue. However, if the chairperson is doing his (or her) job, it should be possible to overcome these difficulties.

Chairing a meeting means ensuring that a meeting achieves its aims.

-Impartiality-A chairperson

is like a judge in a court.

ensure that all participants have an opportunity to express their point of view.

The chair-Assertiveness-

Ensuring that everyone gets a hearing will almost certainly involve stopping someone from dominating the proceedings.

Staying on course-How often have you seen an agenda left totally aside.

A Chairperson must assess the importance of each item on the agenda, and allot time to each topic as required. If one issue begins to dominate the chairman must take control.

The chairSummarizing-Summarizing can be used to end a

topic, to end a discussion to limit the need for discussion

During the meeting ensure that all participants are accorded adequate time.

The Secretary• Take notes of what is said and decided

• Write the minutes - preferably as soon as possible

Members in General• People often react to other people - not to their ideas.

• Chair must stress that effectiveness = disregard for personal or departmental allegiances.

• Self perception - some see themselves as elder statesman, joker, voice of reason.

Dealing with Disruptive MembersMake sure that all meeting participants understand their

responsibilities. – All members were invited to the meeting for a

reason– All members should feel free to contribute

• Members who are silent– Begin meetings by engaging every member of the

group

Dealing with Disruptive Members• Members who are vocally dominant

– Redirect discussion to other members

• Members who are negative– Probe the negativity to validate concerns– Redirect discussion to other members

After the Meeting• Publish the minutes promptly.

• Identify responsibilities for action items.

• Assess the meeting.

ClosingThank you.

Questions