Running
Effective
Meetings
The last thing
that I
remember, I
was sitting in
a meeting.
Everyday 83 Million People
Attend 11.5 Million Meeting
CHARACTERISTICS OF NEGATIVE MEETINGS
From Achieving Effective Meetings Not Easy But Possible
by Bradford D. Smart in a survey of 635 executives.
83% -- Drifting off the subject
77% -- Poor preparation
74% -- Questionable
effectiveness
68% -- Lack of listening
62% -- Verbosity of participants
60% -- Length
51% -- Lack of participation
WHAT ARE PEOPLE LOOKING FOR IN EFFECTIVE
MEETINGS
Source: GM Consultants, Pittsburgh, 1993
88% -- allow all attendees to
participate
66% -- define a meetings purpose
62% -- address each item on the
agenda
59% -- assign follow up action
47% -- record discussion
46% -- invite only essential personnel
36% -- write an agenda w/time frames
PREPARATION FOR A MEETING
Define the purpose of the
meeting and the outcomes
Determine who should be there
Reserve a room, appropriate
equipment
Decide on appropriate set up
Develop an agenda
Distribute the agenda prior to
the meeting
Inform participants of any
necessary preparation
MATSONS MEETING TIPS
Take meetings seriously and do real
work
Dont let people digress from the
topic
Outline tasks and assign deadline so
members know how to follow-up
Consider using technology to allow
individuals to anonymously express
opinions
Make sure you have the information
you need for decision making before
the meeting starts
Keep good records on what works
and
doesnt work and
include these in minutes
CONDUCTING MEETINGS
Start on time
Review and stick to the agenda
Volunteer or assign minutes taker
(if appropriate)
Assign and agree on
responsibilities and establish
target dates for completion
Summarize
End on time
Send out minutes or notes
HAVE SOME FUN!!
IMPROVE YOUR ABILITY TO DEAL WITH DIFFICULT
MEMBERS
Listen, but do not debate
Talk privately with members who
continually exhibit disruptive behaviors
Turn negative behaviors into
positive contributions
Encourage the group to share the
responsibility for handling difficult
members
Dont take it personally
Try different strategies, small groups/pairs
Disruptive Behavior
Reward and thank those who
were there on time.
Keep temper in check and
model for group. Find some
merit in points made. Speak in
private.
Avoid sarcasm. Restate last
comment made. Explain to
group the need to hear
information.
Coming in late
Argumentative
Side Conversation
Disruptive Behavior II
Implement parking lot for
divergent ideas. Restate
purpose of discussion.
Point out what can and cant
be changed. Ask group for ideas
on how to best operate.
Examine what motivates them.
Ask for their opinion.
Losing Focus
Griper
Wont Talk
NON-VERBAL LISTENING SKILLS for Meeting
Facilitator
Good eye contact- Indicates your
interest in what people are saying
Body positioning- Expresses your
attitude and energy
- Too casual may indicate lack
of commitment
- Folded arms and closed body
positioning may leave
impression that you are
inflexible
Facial expressions- Can say more
than words. Watch how you affirm
or react to comments that are
made
Silence- Allow for it!
Those Who
Oppose
shall
Quit!!
IDEAS FOR CREATIVE MEETINGS
Change presentation style
Change standard meeting location
Create a leadership opportunity and allow
a staff member to run a meeting
Establish a parking lot of ideas to keep a
running list of divergent points
Make meetings playful
Start meeting with an icebreaker
Hold a stand up meeting!
