© 2009 AAE All Rights Reserved.

The Art of Conducting

Effective Meetings

by

AL-AWWAL MANAGEMENT CONSULTANCY

WELCOME

Faisal Khan

Trainer

Understanding the meeting concept

Discussing and practicing the meeting plan, organizing and managing procedures

Making meeting more effective by using effective tools and techniques

OBEJECTIVES

No mobile phones No SMS Punctual starts No smoking

House Rules

Why Meeting is Important Do you Really need a meeting? Meeting Can be expensive Some Useful tools Meeting checklist Outcome of the meeting Meeting Purpose Select the Participants Inform the Participants Send Out an Agenda Who does what? Attendance

AGENDA

Start on Time Opening the Meeting Introducing the Situation or Problem Handling the Meeting – Leader Qualities Handling the Meeting – How To’s Time Management If it’s Worth Having, It’s Worth Recording No Grandstanding Please! Closing the meeting Conclusion Personal Action Plan

AGENDA

EXERCISE

Lets Discuss….

why meeting is important ?

5 minutes for preparation5 minutes for presentation

Meetings are important because that is where an organization’s culture and climate perpetuates itself

Meetings are one of the ways that an organization tells its workers: “You are a member.” If you have bad, boring, and time-wasting meetings, then the people begin to believe that this is a bad and boring company that does not care about time

great meetings tell the workers, “This is a GREAT organization to be working for!” Also, remember that bad meetings lead to more bad meetings which cost even more money

Why Meeting is important

Do you really need a meeting?

If you can accomplish your goal without a meeting don't have one”

Unnecessary or less than productive meetings are costly and ineffective.

Can this be done any other way?o One on one over luncho A Quick phone call or email

Unnecessary meetings can have even worse effects than the waste of money

Work hours--Calculate combined salaries of attendants + annual overhead + various costs / Working hours per year (2080)

After hours--Calculate cost of being away from family or other functions

Meeting can be expensive

Calculate Cost Of Meeting

Annual Salaries Annual OverheadCost Total Work Hours per yearEquals240,000 150,000 400 390,400 2080 187.7

Combined Salaries + Overhead + meeting Costs / Work Hours per Year

Overhead is equal to company overhead per year.

Additional Costs are associated w/ Briefing Rooms, Refreshments, Paper, Equipment and etc.

Intangible costs include◦ Missed Time with Family◦ Fuel◦ Bumping Schedules◦ Reaction Time◦ Frustration

Non-Financial Cost

Outlook Express Meeting Organizers

Some Useful tools

Outlook

A Very handy tool to schedule a meeting

You can create and send meeting requests and reserve resources for face-to-face meetings or for online meetings

View calendars of others to see when they are free.

Accept, reject, or propose new meeting times.

Adds accepted meetings to your calendar, creating a reminder in the process.

Meeting Organizer Just enter a key

information it creates a professional set of documents required for organizing a meeting from scratch.

Documents include Address lists, Invitations, Agenda, Minutes, Memo, Catering Order, Seating Planner, etc.

Easily available on internet

Material Resources Meeting worksheets (action plans

or barrier & solution worksheets) List of members with phone

numbers and addresses for any new members present

Name tags for large meetings of new groups

Overhead Projector, PowerPoint Projector

Directional signage Laptop Computer

Meeting Checklist

List of Members

S.No

Name Contact

1 Faraz 0342-4652578

2 Fahd 0301-5457644

3 Zohaib 0304-4572487

EXIT

Meeting Room

Wash Room

CanteenKamran IqbalAssit Finance

Manager

Faraz MirzaManager Admin

Saad KhanManager HR

Flip Charts Paper, Notepads, Pens Board, Chalk/Markers Sitting Arrangements Podium with microphone Banquets/Refreshments

Meeting Checklist

MEETING PLANNER’S CHECKLIST

CATEGORY NUMBERS AMOUNT

Meeting Rooms Exhibit hallGeneral Session RoomMeal Function RoomHospitality RoomOther

Food & Beverage BreakfastLunchHi-TeaDinner ..

Audio/Visual Equipments

FlipchartsMicrophones & speakersProjection EquipmentPads Pens/MarkersTelephone/InternetOther

Decoration BannersBanquet set-upSpecial Signs

Printing Agenda formsParticipants ListWorkbook & HandoutsOther

Outcome of meeting

Establishing a desired outcome provides two things1. It gives a focus2. a "benchmark" against which actual outcomes can be

measured

Problem-solving meeting To share information Data gathering meeting A decision-making meeting To receive reports To discover, analyze, solve a problem To gain acceptance for an idea or program To resolve a conflict To obtain reactions To gain understanding

Meeting Purpose

Who needs to be there? Who will this affect? Should I invite someone just for a fresh perspective? Will the parties work well together? Have you invited the right people?

Select the Participants

Date, time and place Purpose and desired outcome Information to bring with them What is expected of them at the meeting Meeting length Special arrangements

Inform the Participants

Written plan for the meeting Order of subjects and time for each “If people are to prepare for a meeting, they need to know

what it is about. Let them know. Send out an agenda a few days in advance

Keep the agenda simple as possible

Send Out an Agenda

Meeti

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AL AWWAL MANAGEMENT CONSULTANCY

MEETING AGENDADate: Tues 3rd November 09Location: Al Awwal HouseVenue: Conference Hall Timings: 9:00 hrs-12:00 hrs

Dept: Human ResourcesMeeting called by: Faisal AnwarType of meeting: Monthly Progress meetingFacilitator: Faisal Khan

Please Bring: Individual Progress ReportPlease Read:

Time Keeper: Kamran SaeedMinute Taker: Naveed Khan

AGENDA ITEMS

Agenda Topics Presenter Time allotted

Business Overview Faisal Anwar 9:00hrs -10:00 hrs

Recruitment services for Mobilink Faraz Mirza 10:00hrs -11:00 hrs

Open discussion on business issues All Participants 11:00 hrs-13:00 hrs

Attendees: Syed Zohaib,Faisal Anwar,Kamran Iqbal,Saad Khan,Faraz Mirza,Naveed,liaqat,Rizwan

Facilitator - This is the person designated to direct the group session, by leading members through the activities required to achieve their outcomes. The facilitator ensures all members participate, reviews the outcomes, processes progress and summarizes discussions, decisions and consensus. In most instances the meeting leader retains this responsibility.

Timekeeper - One team member should be assigned the task to monitor the agreed-upon time frames for agenda items and give updates to the group on time usage.

Who does what?

Minute Taker - This person's job is to capture and distribute proceedings of the session, which at a minimum must include "who has agreed to do what, by when."

Scribe - Another participant records key ideas and issues, verbatim, on flip charts, and posts them on the meeting room walls for the whole group to see and refer to .

Who does what?

Make sure everyone attends Send a notice in advance. Include the purpose of the meeting,

the list of participants and whom to contact if there are questions

Provide agenda in advance Schedule a meeting on a day and time that is convenient to

participate

Attendance

“A nine o’clock start means a nine o’clock start Facilitators, don’t start a minute later If you start on time habitually, people will get the message

that they must be punctual as well Don’t repeat things for those that arrive late. No need to penalize the many for the tardiness of an

attendee or two Latecomers can pick up what they missed from someone

after the meeting, or from the meeting minutes”

Start on Time

EXERCISE

How to open the meeting?

5 minutes for preparation5 minutes for presentation

Start on time Welcome the group Establish a friendly atmosphere Set the ground rules: when the meeting will end, how each

member will be heard, what is expected Communicate the purpose and desired outcomes to all

participants Introduce the situation or problem Stay focused on the agenda topics. Do not wander off topic or

become distracted

Opening the Meeting

Bring everyone up to date Open with an attention getter Show that you value their ideas, opinions and questions Record ideas and notes on a flip chart Assign next steps throughout the meeting. Make all next steps

specific assignments

Opening the Meeting

How it arose Why it is important Ask how it affects them Point out how they can help Explain the group’s responsibility

Introducing the Situation or Problem

Poise Sensitivity Impartiality Tact Sense of Humor Good Judgment Good Listening Skills

Handling the Meeting – Leader Qualities

Get everyone participating Promote an open atmosphere Summarize Use transitions Ask questions Test possible solutions Keep the discussion on track Work for consensus Plan for future action

Handling the Meeting – How To’s

Establish ground rule to make sure the meeting is effective.

Ask Attendees to actively participate, to stay focused and to look for closure on discussion whenever possible. This will help to keep the meeting from getting too long and to keep discussion on topic

Time Management

If the allocated time for topic is being consistently exceeded, the chair should ask the group for input as to how to resolve the problem

Simply build a plan for the session, step by step, and assign times to each step

Time Management

“Take minutes. They don’t have to be extravagant. Keep it simple

While it is best to have an experienced minute taker at each meeting, it is typically a luxury, so more often than not, the responsibility falls on the facilitator. It’s not easy for the facilitator to be effective in both roles, but it can be done

If it’s Worth Having, It’s Worth Recording

Rotating meeting minute responsibilities among attendees for regularly scheduled meetings can ease the burden on the facilitator”

The Minutes should be provided to each participant shortly after the meeting

If it’s Worth Having, It’s Worth Recording

Meeti

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M

inu

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“Some (typically manager types), use meetings to show that they are on top of things. They feel absolutely obligated to pipe up to show that they are the boss. Bosses, there is really no need to do this. These attempts to impress typically backfire and actually demonstrate a lack of knowledge. Others use valuable meeting time to try to impress the boss. Try to refrain from doing this as well. The meeting is about getting things done, not about brown-nosing. Offer up your opinions when you think they will truly help accomplish something. Spend the rest of the time listening”

No Grandstanding Please!

Review the problem briefly The chair should try to end the meeting on time on a positive

note Any action to be taken and assignments resulting from the

meeting should be reviewed Indicate time to conclude If there is to be another meeting, the group should agree on

the date and time

Closing

Summarize the progress made Mail out notes or action lists as appropriate Follow up with any meeting participant who made a

commitment Emphasize agreements Inform of developments Thank the group

Closing

Conducting an effective business meeting requires the efforts of all parties involved

Careful and diligent planning, written agendas, and prompt and focused conduct will help to ensure that the meeting’s goals are met in an effective manner

Determining early in the planning process which participants are necessary and keeping meeting size minimal are also important factors in meeting management

Conclusion

ROLE PLAY

Lets Call a Formal

meeting!ACTIVITY TIME 30 MINUTES

ROLE PLAY

Split into 2 Groups

Select the topic for meeting e.g. Cost Control, Discipline, New business developments, Monthly Sales Target review etc..

Plan,Organise,Manage and close the meeting using effective meeting tools and techniques

One Group perform and other group evaluate then Vise Versa

ROLE PLAY

PERSONAL ACTION PLAN

THE ART OF CONDUCTING EFFECTIVE MEETINGS

Name:

ACTION BENEFIT TIMINIG REVIEW DATE

THE END

THANK YOU