Chapter 7 Effective Meeting PDF

CHAPTER 7 EFFECTIVE MEETING  INTRODUCTION Everyone in a meeting shares the responsibility for making the meeting productive. If you’re the leader, however, you have an extra degree of responsibility and accountability. MAKING YOUR MEETING MORE PRODUCTIVE Much of your workplace c...

CHAPTER 7 EFFECTIVE MEETING  INTRODUCTION Everyone in a meeting shares the responsibility for making the meeting productive. If you’re the leader, however, you have an extra degree of responsibility and accountability. MAKING YOUR MEETING MORE PRODUCTIVE Much of your workplace communication will occur during in-person or online meetings, so your ability to contribute to the company— and to be recognized for your contributions will depend to a large degree on your meeting skills. Well-run meetings can help companies solve problems, develop ideas, and identify opportunities. Meetings can also be a great way to promote team building through the experience of social interaction.  FOUR PLANNING TASKS IN MEETING  Define your purpose: Meetings can focus on exchanging information, reaching decisions, or collaborating to solve problems or identify opportunities.  Select participants for the meeting: Invite everyone who really needs to be involved, and don’t invite anyone who doesn’t. invite only those people who are in a direct position to help the meeting reach its objective.  FOUR PLANNING TASKS IN MEETING  Choose the venue and the time: Online meetings —to connect people in multiple locations or to reach large audiences. For in-person meetings, review the facility and the seating arrangements.  Set the agenda: The success of a meeting depends on the preparation of the participants.  EFFECTIVE MEETING  Keep the discussion on track: A good meeting draws out the best ideas and information the group has to offer.  Follow agreed-on rules: The larger the meeting, the more formal you need to be to maintain order. Formal meetings use parliamentary procedure, a time-tested method for planning and running effective meetings  EFFECTIVE MEETING  Encourage participation: You may discover that some participants are too quiet and others are too talkative.  Participate actively: Make a point to contribute to the progress of the meeting and the smooth interaction of participants. TYPICAL MEETING AGENDA  PUTTING MEETING RESULTS TO PRODUCTIVE USE In most cases, the value of a meeting doesn’t end when the meeting ends. For example: problems or opportunities brought up during a meeting need to be addressed, any action items assigned during the meeting need to be acted on, key decisions and announcements should be distributed to anyone who is affected but was unable to attend. Having a written, audio, or video record of a meeting also gives the participants a chance to verify their impressions and conclusions.  PUTTING MEETING RESULTS TO PRODUCTIVE  Depending on the meeting USE technologies at your disposal, you may have software specifically designed to record, distribute, and store meeting minutes  IMPROVING MEETING PRODUCTIVITY  Prepare carefully. Make sure the meeting is necessary Decide on your purpose Select participants carefully Choose the venue and the time Establish and distribute a clear agenda  Lead effectively and participate fully. Keep the meeting on track Follow agreed-on rules Encourage participation Participate actively Close effectively  IMPROVING MEETING PRODUCTIVITY  Put the results to effective use. Distribute meeting minutes to participants and other interested parties Make sure task assignments are clearly communicated  USING MEETING TECHNOLOGIES “Today’s companies use a number of technologies to enhance or even replace traditional in-person meetings” “Holding virtual meetings can dramatically reduce costs and resource usage, reduce wear and tear on employees, and give teams access to a wider pool of expertise” USING MEETING TECHNOLOGIES Virtual Meetings: With broadband wireless connections, virtual meetings are easy to conduct using smartphones or tablets.  USING MEETING TECHNOLOGIES  Instant messaging (IM) and teleconferencing are the simplest forms of virtual meetings.  Videoconferencing lets participants see and hear each other, demonstrate products, and transmit other visual information. USING MEETING TECHNOLOGIES Telepresence How many people are actually in this conference room in Chicago? Only the two people in the foreground are in the room; the other participants are in Atlanta or London. Virtual meeting technologies such as this telepresence system connect people spread across the country or around the world.  USING MEETING TECHNOLOGIES Telepresence :  enables realistic conferences in which participants thousands of miles apart almost seem to be in the same room.  The ability to convey nonverbal subtleties such as facial expressions and hand gestures makes these systems particularly good for negotiations, collaborative problem solving, and other complex discussions.  USING MEETING TECHNOLOGIES virtual whiteboards :  let teams collaborate in real time.  Such systems are used for everything from spontaneous discussions among small groups to carefully planned formal events  such as press conferences, training sessions, sales presentations, and webinars (webbased seminars). THANK YOU