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Meetings

This document discusses how to conduct effective meetings. It outlines the phases of meeting management which include preparation, facilitation, and follow up. During the preparation phase, the facilitator should determine tasks, outcomes, actions, participants, timeframe and create an agenda. Effective meetings include informing participants, discussing/deciding on issues, and recognizing contributions. The facilitator should manage different types of participant behaviors such as eager, obstinate, dampener, argumentative, inarticulate, side conversationalist, rambler, silent, and inattentive participants. Follow up after meetings includes restoring the meeting space, evaluating the meeting, preparing minutes, and following up on action items.

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Maryam Ezy
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75 views23 pages

Meetings

This document discusses how to conduct effective meetings. It outlines the phases of meeting management which include preparation, facilitation, and follow up. During the preparation phase, the facilitator should determine tasks, outcomes, actions, participants, timeframe and create an agenda. Effective meetings include informing participants, discussing/deciding on issues, and recognizing contributions. The facilitator should manage different types of participant behaviors such as eager, obstinate, dampener, argumentative, inarticulate, side conversationalist, rambler, silent, and inattentive participants. Follow up after meetings includes restoring the meeting space, evaluating the meeting, preparing minutes, and following up on action items.

Uploaded by

Maryam Ezy
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd

CONDUCTING EFFECTIVE

MEETINGS

Conducting Effective Meetings


Session Objectives

• Recognize phases
• Identify components
• Manage participant behavior
• Implement follow up

2
Conducting Effective Meetings
Reasons Why New Members
Drop Out

• Lengthy and boring


meetings
• Club politics
• Lack of meaningful
involvement

3
Conducting Effective Meetings
Phases of Meeting Management

• Preparation
• Facilitation
• Follow up

4
Conducting Effective Meetings
Meeting Preparation

1. Determine tasks
2. Define outcomes
3. Determine actions
4. List participants, guests, roles
5. Set timeframe

5
Conducting Effective Meetings
Meeting Management

6. Finalize logistics
7. Create agenda
8. Communicate
9. Set up
10. Prepare yourself

6
Conducting Effective Meetings
Components of Good Meetings

• Inform
• Discuss/decide
• Recognize

7
Conducting Effective Meetings
Information

Progress
Important dates
Facts

8
Conducting Effective Meetings
Discussion/Decision

• Strategies
• Ideas
• Project planning

9
Conducting Effective Meetings
Recognition

• Formal
• Informal

10
Conducting Effective Meetings
Categories of Participation

• Under
• Over
• Distracting
• Effective

11
Conducting Effective Meetings
Eager

• Summarize

• Ask others

12
Conducting Effective Meetings
Obstinate

• Involve others on issues


• Discuss issues later

13
Conducting Effective Meetings
Dampener

Ask for solutions

14
Conducting Effective Meetings
Argumentative

• Find areas of agreement

• Get opinions of others

15
Conducting Effective Meetings
Inarticulate

• Paraphrase

• Don’t correct

16
Conducting Effective Meetings
Side Conversationalist

Call on frequently for answers


and opinions

17
Conducting Effective Meetings
Rambler

• Summarize main points

• Stay on track

18
Conducting Effective Meetings
Silent
• Ask directed
questions

• Compliment on
involvement

19
Conducting Effective Meetings
Inattentive

• Ask for opinion

• Don’t embarrass

20
Conducting Effective Meetings
Meeting Follow Up

• Restore room
• Evaluate meeting
• Prepare minutes
• Contact on action items

21
Conducting Effective Meetings
Session Objectives

• Recognize phases
• Identify components
• Manage participant behavior
• Implement follow up

22
Conducting Effective Meetings
“When I die, I hope it’s in a meeting.
The transition from life to death will be
barely perceptible.”

23
Conducting Effective Meetings

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