DR.

DEEPA SETHI

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“People
“Peopleholding
holdingspecific
specific jobs
jobshave
have to
tocooperate
cooperate
to
toget
get aaspecific
specifictask
taskdone…..We
done…..Wemeet meet because
because
knowledge
knowledgeand andexperience
experienceneeded
neededin inaa specific
specific
situation
situation are
are not
not available
availableininone
onehead,
head, butbut have
have
to
tobe
be pieced
piecedtogether
together outout of
of the
theknowledge
knowledge and and
experience
experienceof of several
severalpeople.
people.

Peter
Peter Drucker
Drucker

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EVERYDAY
83 million
People
attend
11.5 million
Meetings!!
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 CHARACTERISTICS OF
NEGATIVE MEETINGS
 Drifting off the subject
 Poor preparation
 Questionable effectiveness
 Lack of listening
 Verbosity of participants
 Length
 Lack of participation

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5
 WHAT ARE PEOPLE LOOKING
FOR IN EFFECTIVE MEETINGS
 Allow all attendees to participate
 Define a meeting’s purpose
 Address each item on the agenda
 Assign follow up action
 Record discussion
 Invite only essential personnel
 Write an agenda w/time frames

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 Phases of Meeting
Management

 Preparation
 Facilitation
 Follow up

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 BEFORE MEETING

1. Determine tasks
2. Define outcomes
3. Determine actions
4. List participants, guests, roles
5. Set timeframe

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 (Contd.)

6. Finalize logistics – Room,

equipment etc.
7. Create agenda
8. Communicate
9. Set up
10. Prepare yourself

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 WHAT IS AGENDA?

Agenda = Master Plan Of Meeting To Be

Circulated In Advance

 Limit the number of agenda items - 3 to 6 is

good
 Don’t dwell on the past, focus on actions and
decisions that will affect the future
 Present “opportunities” not problems
 Allocate ample time – allow time for
questions and discussion

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 (Contd.)
 Include sufficient detail in the agenda
so that participants understand what is
to be accomplished and so they can
prepare adequately
 Assure the first topic unites the group
and then handle the most difficult items
early in the meeting
 Circulate the agenda before hand and
invite suggestions

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 What to include
Titleof the meeting
Time and location
Theme and definition – what is meeting
about and what are topics
Attendees and identify who will lead the
meeting
Topics including a brief title and short
description of the problem or goal you hope
to achieve.

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Components of Good
Meetings

 Inform
 Discuss/decide
 Recognize

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Information

Progress
Important
dates
Facts

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Discussion/Decision

 Strategies
 Ideas
 Project planning

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 AT MEETINGS
 Arrive early and double-check all logistical arrangements
 Bring duplicate copies of materials for participants who did
not receive them or who left them at home; bring extra
copies for visitors
 Start on time even if some members are not present
 Stay on time, if at all possible.  If the timeframe looks
impossible to maintain,  get group to consciously consider
changing agenda to maintain timeframe
 Follow the agenda, both in content and time allocation,
unless new information or an emergency  warrants
alteration

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 (Contd.)

 Ensure that important decisions are recorded

accurately
 Determine clearly who will be held responsible
for what delegated actions
 Set timeframe for reporting back on actions
that are delegated
 Strive to make decisions rather than deferring
or avoiding controversial items: if it is
important, it won't go away; if it is not
important, you shouldn't waste any more time
with it
 Strive for participation from all attendees
 Set time, date, and location of

next meeting (if required) 17

 POST MEETINGS

Restore room
Evaluate meeting
Prepare minutes
Contact on action items

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 MINUTES
 Minutes should have date, time, place, and nature of
meeting.
 Names of Members present and members absent is
recorded
 Special invitees are welcomed and their presence
recorded
 Subject discussed, resolution passed in the meeting
must be clearly recorded.
 Meeting should proceed with items on agenda
 Voting if done should mention total number of
members, no. who favored the proposal, no. who
abstained, and no. who were against the proposal.
 Minutes are record of action so no further sanction is
required for action to be taken by those responsible

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 Beginnings
 What makes for a positive beginning
 Can do attitude
 No-nonsense agenda
 An understanding that the meeting will get the job
done
 What makes for a negative beginning
 Chairperson arrives late
 Chairperson not prepared
 Meeting room not ready
 Participants arrive late
 Meetings frequently interrupted for phone
messages
 Participants not ready, fumbling their way through
discussions
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 Leading meetings
 Opening and closing a meeting
 Open with a brief statement of the purpose
of the meeting
 Do not start with a long statement, rambling into
the subjects background
 If background information is required ask
participants to provide it. Make sure those asked
are briefed in advance so they can be prepared
 Do not present personal opinions
 Close with a short summary
 “from what was said we all feel that…” and ask
participants if they agree
 The purpose is to arrive at a conclusion that is
agreed upon and understood by participants
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 (Contd.)
 Conclude with:
 Actions or decisions. Relate them to be stated
meeting objective
 Review the participant’s expectations for the
meeting. Were they met?
 Clarify what is to happen next, who is to carry it out,
and what form the report, if any, will take
 If another meeting is required the leader has to
mention it at this point
 Assure the participants that meeting minutes will
follow within one to two days and will include agreed-
upon action items

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 Participating in a meeting
 The primary responsibility is to contribute
 Expectations are to find flaws in poor ideas, expand on
ideas, and contribute fresh ideas
 Question the need for your attendance, if you don’t see
the reason for participation call the meeting organizer
 Do your homework in advance, understand the purpose of
the meeting and the agenda items
 Speak up-when disagreements arise. Inquire about the
other person’s view to make sure there’s no
misunderstanding
 Emphasis should be on problem solving
 Do not interrupt the speaker in the middle of a thought to
insert a new idea

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 (Contd.)
 Never surprise the boss. If you have a new
proposal to offer be sure to review it with him or
her before the meeting
 Presenting a new idea:
 Think it through before presenting it
 Present the essential thought in the first sentence or two
 Show the major benefits and the plus points; and also
the weaknesses
 Show how the benefits outweigh the minuses
 Be prepared to defend the idea; understand it’s
vulnerable points; have answers ready
 Lay out not only the idea but also possible
implementation methods

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NON-VERBAL LISTENING SKILLS FOR
MEETING FACILITATOR
 Good Eye Contact- Indicates your interest in what
people are saying

 Body Positioning - Expresses your attitude and

energy
- Too casual may indicate lack of commitment
- Folded arms and closed body positioning may
leave impression that you are inflexible

 Facial Expressions - Can say more than words.

Watch how you affirm or react to comments that
are made

 Silence - Allow for it!

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 Categories of
Participation
 Under
 Over
 Distracting
 Effective

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 Eager

Summarize

Ask others

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 Obstinate

Involve others on issues

Discuss issues later

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 Dampener

Ask for solutions

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 Argumentative

Find areas of agreement

Get opinions of others

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 Inarticulate

Paraphrase

Don’t correct

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 Side Conversationalist

Call on frequently for answers

and opinions

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Rambler

Summarize main
points

Stay on track

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 Silent

Ask directed
questions
Compliment on
involvement

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Inattentive

Ask for opinion

Don’t embarrass

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 IMPROVE YOUR ABILITY TO DEAL
WITH DIFFICULT MEMBERS
 Listen, but do not debate
 Talk privately with members who
continually exhibit disruptive behaviours
 Turn negative behaviours into
positive contributions
 Encourage the group to share the
responsibility for handling difficult
members
 Don’t take it personally
 Try different strategies, small groups/pairs

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 IDEAS FOR CREATIVE MEETINGS

 Change presentation style

 Change standard meeting location

 Createa leadership opportunity and

allow a staff member to run a meeting

 Make meetings playful

Start meeting with an icebreaker
Hold a stand up meeting!

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