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OBJECTIVES

OBJECTIVES. The participants will: Discuss the necessity for having planned meetings. Identify three types of meetings. Describe the requirements for running an effective meeting. Analyze a meeting agenda. Take effective meeting minutes. OVERVIEW. The Necessity for Having Meetings

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OBJECTIVES

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  1. OBJECTIVES The participants will: • Discuss the necessity for having planned meetings. • Identify three types of meetings. • Describe the requirements for running an effective meeting. • Analyze a meeting agenda. • Take effective meeting minutes.

  2. OVERVIEW • The Necessity for Having Meetings • Types and Purposes of Meetings • The Seven Requirements for Running Meetings • Small Versus Large Meetings • Preparing a Meeting Agenda • Summarizing a Meeting

  3. A MEETING IS AN ASSEMBLY OF PERSONS FOR A SPECIFIC PURPOSE

  4. BOTTOM LINE • Inevitable requirements • Desirable • Self-preservation oriented

  5. LEADER OPTIONS Communications Options Oral Written Nonverbal One-on-one Oral Options Group meetings

  6. ADVANTAGES OF GROUP • Get discussions • Observe reactions • Explain details • Time-efficient

  7. C I D TYPES OF MEETINGS Informational: You need to know… Decisional: What do you recommend? Critique: Let's review good/bad points.

  8. WHEN IN CHARGE, TAKE CHARGE!

  9. It is important to recognize types and purposes of meetings in order to: • Get the task accomplished • Get the team to work together

  10. PERCEPTIONS AND EXPECTATIONS • If similar = • If dissimilar =

  11. SEVEN REQUIREMENTS FOR RUNNING MEETINGS 1.Every meeting must have a purpose.

  12. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2.Everything has its own time and place.

  13. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2. Everything has its own time and place. 3.Each individual is important.

  14. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2. Everything has its own time and place. 3. Each individual is important. 4. Prepare a meeting agenda.

  15. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2. Everything has its own time and place. 3. Each individual is important. 4. Prepare a meeting agenda. 5. Where you sit or stand is important.

  16. L L L X X X X C X X X X X X X X A B X X X X X X X X X X X X X X X X X X X X X L X X L X X X X X X X X E X X D X X X X X X X X X X X X L X X X X L X X X X X X X X X X X X X X X X X G X X X X F X X X X X X X X X X X X X X L X X X X ROUND T-SHAPE SQUARE OR OBLONG MEETING SEATING ARRANGEMENT VARIED ARRANGEMENTS OVAL OR PEAR OPEN SQUARE U-SQUARE

  17. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2. Everything has its own time and place. 3. Each individual is important. 4. Prepare a meeting agenda. 5. Where you sit or stand is important. 6. Implement ground rules.

  18. PROBLEM INDIVIDUALS • The show-off • The argumentative heckler • The rambler • The enemy • The off-base participant • The silent one

  19. SEVEN REQUIREMENTS FOR RUNNING MEETINGS (cont'd) 1. Every meeting must have a purpose. 2. Everything has its own time and place. 3. Each individual is important. 4. Prepare a meeting agenda. 5. Where you sit or stand is important. 6. Implement ground rules. 7. Put it in writing.

  20. More personal Late starting More interruptions Two talk at once Difficult to follow rules Take longer SMALL VERSUS LARGE MEETINGS • Seven requirements apply to both • Small meetings may be more troublesome

  21. THE "STAND-UP" MEETING • For small informal meeting • Stand in circle • No distractions • 10 minutes maximum • Refer to notebook

  22. QUESTIONS • Where does the power lie? Why? • What is the order of importance? • What about the brainstorming issue? • How rigidly should the agenda be followed?

  23. HIDDEN AGENDAS • Controversial or personal issues • Strong feelings The best rule of thumb is to know that hidden agendas exist.

  24. MEETING MINUTES • Distribute within 24 hours • Summarize each agenda item • Action items • Progress items

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