© 2007 by Prentice Hall 1

Supplement C:

Conducting Meetings

Developing Management Skills

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© 2007 by Prentice Hall 2

Learning Objectives

• Implement guidelines for planning and conducting effective meetings

• Enhance the value of meetings attended

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Why Are Meetings Important?

• Time spent in meetings

• Cost for ‘just being there’

• It’s where decisions are made

• Skills can be applied outside of work

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© 2007 by Prentice Hall 4

The Five P’s of Effective Meetings

Purpose

Participants

Plans

Participation

Perspective

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Purpose

Meetings serve three functions,

1. To make announcements

2. To make decisions

3. To brainstorm

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Calling a Meeting

Meetings should be called for,

• Information sharing

• Commitment building

• Information dissemination and feedback

• Problem solving

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Participants

Consider three factors,1. Size of group

– Too many or too few people can hurt the group

2. Composition– Homogeneity vs.

Heterogeneity– Competition vs. Cooperation– Task vs. Process

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Participants (con’t)

3. Skills sets– Problem-knowers– Solution providers– Resource allocators– Decision makers looking for

work

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© 2007 by Prentice Hall 9

Planning

Rules for planning meetings,

• The rule of halves

• The rule of sixths

• The report rule

• The rule of three-fourths

• The rule of thirds

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© 2007 by Prentice Hall 10

Rules for Planning (con’t)

• Executive summary rule

• The agenda bell rule

• The agenda integrity rule

• The temporal integrity rule

• The minutes rule

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Participation

The process used to involve members, including the following,

• Provide introductions• Establish ground rules• Establish decision rules

– The extensive rule, the intensive rule, the involvement rule, the expert rule, and the power rule.

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© 2007 by Prentice Hall 12

Participation (con’t)

More on the process of participation,

• Use a variety of media

• Encourage and establish participation

• Summarize

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Perspective

Directs us to view the meeting from a distance

KSS Method: finding what to ‘Keep,’ ‘Stop,’ and ‘Start’ to improve meetings

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© 2007 by Prentice Hall 14

Suggestions for Group Members

1. Determine if you need to attend

2. Prepare

3. Be on time

4. Ask for clarification

5. Be precise when giving information

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© 2007 by Prentice Hall 15

Suggestions for Group Members (con’t)

6. Listen7. Be supportive of others8. Assure equitable participation9. Make disagreements principle

based10.Act and react in a way to enhance

group performance

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