Effective Meeting

Effective Meeting

Subject:

Inter Personal Skill

Presented to:

Prof. Bushra Siddiqi

Presented By:

Zil ul Hassan Bc11-274

Fiaz Ahmad Bc11-285

Saad bin Khalid Bc11-297

Muhammad Saleem Bc11-256 Salman Haidery Bc11-290

Faisal Saddique Bc11-292

What is Meeting?Types of MeetingMeeting ProblemsStrategiesSolution & Meeting Hints

Presentation Outline

MeetingDefinition:

Gathering

Discussion

Topic

Introduction:

Meeting process has impact on outcome.

Managing meeting is a set of skill. There’re many types of meeting. An expensive activity. Tend to be often overlooked. All meeting basic are the same.

General Types of Meeting:

Information SharingShare gather information and reports

status. Information Dissemination

To share critical information Problem Solving & Decision making

Solve problem and make decision Symbolic/ Social

To celebrate special event or share reorganization for a job well done.

Virtual Types: Video Conference Chat Groups Conference Phone Calls Meeting via E-mail Project intranets and extranets

Types of Meeting

FOLLOWING ARE SOME STRATEGIES FOR EFFECTIVE MEETING:

Clear purpose Clarify agenda Pre-meeting preparation Ground rules and regulations Punctuality Good leadership Teamwork Communicate important information to all members

CLEAR PURPOSE

An effective meeting is always a purposeful one

Be aware of the exact reason behind meeting

Purpose must be sensible

Purpose must be adequate for a meeting

Caution:Without a clear purpose, the meeting might result useless

and ineffective.

CLARIFY AGENDA

Crafting an agenda is essential

Provides a framework for the meeting

Helps to lead the meeting is required direction

Also gives effective outcomes

PRE-MEETING PREPERATION

Notify members if they need to make preparations before meeting.

Get prepared about what to say and discuss Get prepared for any sort of dress code (if required) Prepare yourself mentally for the meeting as well Get all your preparations checked in the end

GROUND RULED AND REGULATIONS

Some basic rules must be decided before meeting. For example:

Who should speak when and for how much time Whether to argue or not and to what extent What things would be allowed and restricted

PUNCTUALITY

All members must come on time Meeting must start on exact time It must end on the time given. (it may end before time

but not late!) tasks that are going to be done during meeting must

take place on time

GOOD LEADERSHIP

Good leader leads the meeting in the mandatory path

Keeps all the members on the track

Maintains coordination among participants

Helps the participants

Drives the meeting towards effective conclusion

Meeting Strategies

Four P’s of Effective Meeting

Purpose It must be held

Decide the purpose or outcome

Participants Appropriate size and composition

Balance of task and process oriented members

Plan Make logistical arrangement

Prepare and circulate an agenda

Consult with members before meeting

Decide on decision making process

Process Begin with the review of past progress and clarify the purpose of meeting

Establish ground rules

Use visual and denote progress and idea

Summarize meeting accomplishments and review assignments

Problems with Meeting

Lack of Agenda or Goals Lack of preparation and planning

Time

PROBLEM

Silent

One member dominate

Costly

Solution of Meeting Problem

Clarify AgendaInform all member about agenda

Written copy of agenda to all member

Be prepared Always be prepared about meeting, agenda

FocusingListen carefully, understand what people are saying

Helpful Meeting Hints

Cost per minute of meeting Announce the adjournment time right when

meeting start Set rule for Debate Have a meeting standing up Schedule all internal meetings for 30 minutes

or less, unless a key decision must be made.

Helpful Meeting Hints

Start and end the meeting on time

Complete meeting summary and send it out same day

Have fun