CONDUCTING A EFFECTIVE MEETING

MEETING PREPARATION

Continuous Cycle
Preparation Conducting

a meeting Follow-up to meeting

Pawan Kumar Singh

INFORMATION GATHERING

Collect ballot results Review correspondence Review minutes and action items from previous meeting Contact TG chairman Review jurisdiction list Contact staff manager Prepare agenda

Essential Questions
What are some characteristics of effective meetings? What structures and processes can be used by teams to ensure that their meetings are effective? What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings?
Pawan Kumar Yadav

Tips for Leading Effective Meetings

Effective Meetings Need to Have:
Good

structures Good processes Good leadership/facilitation

Creating Productive Processes

Use agendas with timelines

Have the group agree on the agenda ahead of time, or Come with a partial agenda and ask for input If theres too much to do, prioritize and stick to your timelines

Use roles and share them when possible

Typical roles include: facilitator, recorder, timekeeper The facilitators role can be shared, even if theres one official leader Shared roles help to create a sense that all members are equally valued

Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills

Build in processing time to discuss what the group is doing well and what needs to be improved

WHY IS AN AGENDA IMPORTANT??

Prepares

chairman Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool
PIYUSH PANDEY

INFORMATION AGENDA INCLUDES:

Meeting

date, time,

location General information Agenda/minutes approvals Agenda items with background/goals Old/New Business Summary/ Assignments

DISTRIBUTION OF AGENDAS
Provide

electronic copy to staff manager

manager will post to members only section of home page ensure copies are available at the meeting

COVERAGE OF MEETING
IF

YOU CANNOT ATTEND, FIND A REPLACEMENT BRIEF YOUR REPLACEMENT ON THE AGENDA

Pragati Chaudhary

AT THE MEETING
Is the room set properly Audio visual Number of seats

Creating Strong Structures

Teams need to decide how they will be structured to conduct their business

Decide on regular meeting times Identify group norms and purpose Decide how meetings will be conducted (e.g., use of agendas and roles, etc.) Talk about how decisions will be made (e.g., consensus, democratic, etc.) Talk about how members will communicate between meetings

Opening Discussion

Think about a meeting that youve been to lately that you consider to have been effective. How do effective team meetings contribute to collaboration?

Pragati Kumar

Think, Pair, Share Activity

Individually, list as many ideas as you can about factors that contribute to effective team meetings. In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings.
Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.

Paying Attention to Leadership and Facilitation

Remember to balance the task and relationship aspects of collaboration

Focus

both on getting tasks done and developing good relationships Try to read the energy of a group and adapt as necessary Use humor-- wisely

PRAJESH RAWAT

Paying Attention to Facilitation (contd)

Use your role to help develop a sense of equity among team members

Encourage equal participation among all members Remind members that participating means listening as well as talking

Use your role as a way to identify when decisions are being made

Note the difference between discussion time and deciding time

When necessary, step in to help resolve conflict and/or to help in doing so

CONDUCTING A MEETING
START

ON TIME!! Delegate the task of taking minutes if you havent a subcommittee secretary Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary

Prakhar Gupta

ROLE OF THE CHAIRMAN

Recognize

attendees who wish to speak Remain neutral Summarize discussion and future action Maintain order

WHY DO WE RUN OUT OF TIME??

Repetition
Wander

from the agenda Lengthy discussion of controversial issues

Prashant Kumar Singh

MEETING TECHNIQUES
Focus

attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed

CLOSING A MEETING
State

conclusions reached Summarize assignments Give staff manager next meeting requirements

Prashant Ranjan

AFTER THE MEETING

Prepare minutes as soon as possible after the meeting

actions and discussions that took place are fresh in the writers mind committee members may rely on receipt of minutes before they implement promised actions

Send electronic version of minutes to the staff manager

PREPARING MINUTES
Follow the format of the meeting agenda and include:
the committee number and title, date/location of meeting, and time called to order an accurate summary of the decisions and conclusions reached the assignments that were made the follow-up action required time of adjournment and notice of the next meeting date, time and location