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    Effective Meetings

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    Mohammad Moosa
    Meetings are an important part of organizations where important decisions are made, but they also consume significant time. While over half of meetings are productive, 25% could be replaced by a phone call or memo. It's important to ask if a meeting is necessary and prepare an agenda that identifies the purpose, participants, and issues to discuss. During meetings, the leader should keep the discussion on track, encourage participation, and conclude by summarizing action items and progress. Meeting technologies like video conferencing can also help save time over face-to-face meetings.

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    Effective Meetings

    Uploaded by

    Mohammad Moosa
    65 views3 pages
    Meetings are an important part of organizations where important decisions are made, but they also consume significant time. While over half of meetings are productive, 25% could be replaced by a phone call or memo. It's important to ask if a meeting is necessary and prepare an agenda that identifies the purpose, participants, and issues to discuss. During meetings, the leader should keep the discussion on track, encourage participation, and conclude by summarizing action items and progress. Meeting technologies like video conferencing can also help save time over face-to-face meetings.

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    Meetings are an important part of organizations where important decisions are made, but they also consume significant time. While over half of meetings are productive, 25% could be replaced by a phone call or memo. It's important to ask if a meeting is necessary and prepare an agenda that identifies the purpose, participants, and issues to discuss. During meetings, the leader should keep the discussion on track, encourage participation, and conclude by summarizing action items and progress. Meeting technologies like video conferencing can also help save time over face-to-face meetings.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
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    65 views3 pages

    Effective Meetings

    Uploaded by

    Mohammad Moosa
    Meetings are an important part of organizations where important decisions are made, but they also consume significant time. While over half of meetings are productive, 25% could be replaced by a phone call or memo. It's important to ask if a meeting is necessary and prepare an agenda that identifies the purpose, participants, and issues to discuss. During meetings, the leader should keep the discussion on track, encourage participation, and conclude by summarizing action items and progress. Meeting technologies like video conferencing can also help save time over face-to-face meetings.

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    Effective meetings

    Meetings Overview
    • Meetings are an integral part of an organization. It is usually the meetings where the
    most important decisions are made for a business.
    • Meetings are expensive. According to Wall Street Journal an average:
    – CEO spends 17 hours per week on meetings.
    – Senior executive spends 23 hours per week on meetings
    – Middle manager spends 11 hours per week on meetings.
    • The managers researched said that only fifty-six percent of their meetings were
    productive and over 25 could have been replaced by a single phone call or a memo.
    • When planning to carry out a meeting, ask this very important question – Is a
    meeting necessary?

    • All meetings can generally be divided into two types i.e. planned/scheduled or
    unplanned/unscheduled
    • It is important to make sure that the people attending the meeting feel that it is
    important for them to attend the meeting.
    • Three most frequently reported problems with meetings are: getting off the subject,
    not having an agenda and running too long.
    • The market trend in meetings is to increasingly use other forms of communication
    other than face to face meetings to save time.
    The most popular alternatives to face-to-face meetings are
    – video conferencing
    – teleconferencing
    – internet

    Preparing for Meetings


    • Decide on your purpose
    • Select participants for the meeting
    • Choose the time and the facility
    • Set the agenda
    Productive agenda answers 3 key questions:
    - What do we need to do in this meeting to accomplish our goals?
    - What issues will be of greatest importance to all participants?
    - What information must be available to discuss these issues?

    A good agenda can do half your work for you before the meeting even starts. An agenda can
    have many functions:
    – it can give the specifics of the arrangement of the meeting
    – it can list the people attending the meeting
    – it lists issues and items to be raised
    – it gives order in which they will be dealt with
    – it can announce the responsibilities of the people attending the meeting
    – it states the purpose of the meeting
    – it indicates the expected outcomes
    – it can place duration on each topic to discuss
    – it can list the finishing time of the meeting
    We can summarize the meeting preparation to-do list as such:
    – Identify problem/need/expectation.
    – Develop a meeting outcome.
    – Develop the agenda.
    – Send out announcements of meeting.
    – Book room, refreshments, and audiovisuals.

    Leading and Participating in Meetings


    At the beginning of the meeting:
    – Welcome the participants, make necessary introductions, and check the
    status of action items from previous meetings.
    – Clarify the meeting outcome
    – Set role Expectations
    – Contract the ground rules
    – Present and describe the meeting agenda items
    Body of the meeting
    – Keep the meeting on track
    – Follow agreed-upon rules
    – Encourage participation
    – Participate actively
    – Take important notes
    (Minutes Of the Meeting – MOM, may be used)
    End of the meeting
    – Conclude and summarize the progress against the outcome
    – verify the action items and praise the group for their effort
    – After the meeting
    – Follow up on the progress of the action items
    – Write down things that may improve the meetings in the future
    After the meeting
    – Follow up on the progress of the action items
    – Write down things that may improve the meetings in the future

    Using Meeting Technologies


    • Emails
    • Instant Messaging
    • Shared workspaces
    • Virtual Meetings

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