Leading Effective MeetingsA Management Skills Workshop

April 2, 2012

Sponsored by: The Office of Training and Development

2

What is your…

Name

Position

Organization (include Office or Branch)

3

Objectives

By the end of the session, participants will be able to:

Determine if a meeting is necessary.

Create an effective agenda.

Facilitate the meeting to achieve its objectives.

4

Ground rules Confidentiality

Respect

Participation

No Distractions

Punctuality

What makes for anineffective meeting?

6

Meeting Purpose and Objectives

Clearly state the purpose of the meeting. Exchanging information and ideasSolving problemsMaking decisionsGathering data

State the objectives in a way that describes the desired end result, i.e., The objective of this meeting is to review

three proposals for reducing costs.Using a consensus decision-making process,

we will select one candidate for the new position.

Preparing for the meeting

7

Different types of meetings

What kinds of meetings do you see at NIAID?

Preparing for the meeting

8

Different types of meetings

Standing meeting

Topical meeting

Presentation

Conference

Emergency meeting

Seminar

Preparing for the meeting

9

What to include in an agenda? Purpose of the meeting

Objectives for the meeting

Topics for discussion

Presenter or discussion leader for each topic

Time allotment for each topic

Preparing for the meeting

10

Inviting the participantsSend an invitation by e-mail or Outlook

calendar invite.

Ask attendees for agenda items (if time allows).

Send a final agenda to all meeting participants before the meeting.

Preparing for the meeting

11

Exercise: Create an agenda Think of a meeting you will be leading

in the near future.

With a partner: Decide on your purpose. Establish your objective(s). Create an agenda.

Preparing for the meeting

12

Steps in conducting a meeting

Start on time. Communicate the purpose of the

meeting to the participants. Assign meeting roles. Agree on ground rules and processes. Follow the agenda and document the

decisions. Use a parking lot. End on time.

Conducting the meeting

13

Processing decisions Authoritative—leader makes the decision. Consultative—leader consults with others, then

makes the decision. Democratic voting—all vote; majority or some

weighted percentage wins. Consensus—after everyone has had an

opportunity to have their perspectives considered, all agree to support the decision even if it is not their first choice.

Note: While consensus may be the most difficult to achieve, true consensus ensures the greatest commitment and buy-in from participants.

Conducting the meeting

14

Tips for different types of meetings

TeleconferencesGround rules.Telephones muted.Who talks when? New people introduced.

Conducting the meeting

Video conferences Introduce participants.   Make eye contact with

camera. Use names when addressing

others. No background noises.

Online meetings Ensure e-mailed links

work. Practice using

software. Send out meeting

reminders.

15

Practice a meeting In table groups, choose one person to

lead a mock meeting.

Leader, use the agenda from the pairs exercise.

Everyone, choose a skill you want to practice.

Note: Get as far into the meeting as your goals and time allow.

Conducting the meeting

16

Follow up Evaluate the outcomes against the

objectives for the meeting.

Follow strategies for keeping the momentum going after the meeting: Distribute meeting minutes, including

decisions and action items. Follow up with those unable to attend.

Monitor the completion of action items.

Following up on the meeting

17

Wrap up

What have you learned from the topics presented today that you may use in your work tomorrow?

18

References“Before And After The Meeting”, Tom

Krattenmaker, Harvard Business Review

“Effective Meeting: A Checklist for Success”, Nick Morgan, Harvard Business Review

“Five Tips for Better Virtual Meetings”, Karen Boda and Rebecca Hinkle, Harvard Business Review

“Getting Everyone to Agree in Meetings - The Impossible Dream?”, Charlie Hawkins, www.makemeetingsmatter.com

How to Make Meetings Work!, Michael Doyle

Evaluation You will receive an e-mail.

Please provide feedback about the objectives, content, and facilitator to enhance the session experience.

Offer comments and ideas for enhancing the session.

Submit by COB April 15, 2012.

19