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RUNNING EFFECTIVE
MEETINGS AND
DELEGATING TASKS
Running Effective Meetings and Delegating Responsibilities
Prepare for your meeting. This is the biggest way to ensure that
meetings are effective. Consider the following:
We’ll delve deeper into these topics in the next few slides
The purpose, the participants, and the structure
Location and Time: Select a meeting place that best matches the
participant's needs, the objective, and the meeting structure. When
planning where to meet, give consideration to size, comfort,
accessibility, adequate parking, room acoustics, equipment needs,
etc.
Choosing a meeting time depends on the availability of participants
and meeting facilities. The anticipated length of the meeting should
also be a factor in deciding when to schedule the meeting.
Keep in mind the calendar for the year and the organization.
Try to stick to a regular meeting pattern. If you must have monthly
meetings, consider holding them on the same day and time each
month. For example, a committee might meet the third Monday of
the month from 5:30 to 6:30. Now, barring any national holidays falling
on that day which beg a rescheduling, every committee member
knows when the meeting will be held.
The agenda!
Agenda: A meeting agenda should be prepared and distributed to
participants at least three days prior to the meeting day. An agenda is crucial
to meeting success in three ways:
1) it clarifies the objectives so people understand the meeting purpose and
tasks;
2) distributing the agenda prior to the meeting helps participants plan and
prepare to make an effective contribution; and
3) during the meeting, the agenda provides direction and focus for the
discussion.
Reach out to members for topics for consideration. You don’t need to
be the only one thinking critically about the next steps for the group.
When you send out the meeting reminder and agenda, ne sure to ask
people to RSVP. You can set a threshold for meeting purposes. If you
are a committee of ten and seven people aren’t able to make it to the
meeting, determine if it is worthwhile for the others to still meet.
Moderate
Delegating has benefits for you, your committee members, and the
organization you are working on behalf of. The benefits come from
all angles! To start, let’s look at the benefits for you as the leader of
the group.
Not really,
Go from
To this… but you get
this…
the idea…
The many many benefits of delegation (part 2)
Now, let’s look at the benefits your delegating has for the group or
committee members, as well as the benefits for the organization.
3: Choose the right person. Assess the skills and the experience of your
employees as objectively as possible. Don’t be too quick to choose the
person who you always know you can depend on. Give an overview of
the assignment including the importance of the assignment and why you
have chosen the employee for the job.
Step 3: Choosing the Right Person
There are a few things to take into account when considering who you will
delegate responsibilities to.
1.What experience, knowledge, and skills does the individual have that
will be useful in completing the delegated task.
2.What is the individual’s preferred style of work? Are they independent?
Do they hope to gain something from this task, and if so, what?
3.What is the individual’s current work load? Does he or she have the
necessary time to devote to the task?
How do we effectively delegate? Steps 4-6 of 9
4: Determine what aspects you are going to delegate. Take the time to
plan how you are going to present the assignment, including your
requirements, parameters, any check-ins, and expectations. It is a good
idea to write down these items and give a copy to your delegate in order
to minimize miscommunication.
5: Delegate the objective, not the procedure. This is the key to not
becoming a nightmare of a micro-manager. Set clear standards for what
kind of results you're looking for, and show the person how you would do it,
but tell them that they can do it any way they want, as long as it's on time.
And give them enough time not only to learn, but also to experiment and
innovate. Don't train them like a robot; train them like a human being--
someone who can adapt and improve.
9: Say Thank You. When someone does something for you, it is important
to say thank you, acknowledge the help and let the helper know s/he is
appreciated.
Close the meeting cleanly
Meetings can be fun and productive. It's easy to get caught up in the
pressure of the meeting and lose sight of perspectives. Stress diminishes
creativity and spontaneity and generally lowers the quality of results
achieved by the group. So relax and remember that the best results
come from groups who are able to laugh together and work together
as a team.
Resources
"How to Run an Effective Meeting." Moneywatch. CBS: WBNG, Binghamton, 09 2007. Television.
<http://www.cbsnews.com/8301-505125_162-51061211/how-to-run-an-effective-meeting/>.
Pittampalli, Al. Read This Before Our Next Meeting: The Modern Meeting Standard. New York: Amazon
Publishing, 2011. eBook.
Rebori, Marlene K. "HOW TO ORGANIZE AND RUN EFFECTIVE MEETINGS." Www.unce.unr.edu. University of
Nevada Cooperative Extension, 2004. Web. 28 Oct. 2012.
<http://www.unce.unr.edu/publications/files/cd/others/fs9729.pdf>
"Running Effective Meetings: Establishing an Objective and Sticking to It." Mind Tools. Mind Tools, n.d.
Web. 28 Oct 2012. <http://www.mindtools.com/CommSkll/RunningMeetings.htm>.
Saleem, Hasan. “How to Delegate Effectively.” Leadership. Directory Journal, n.d. Web. 23 June 2007.
15 November 2012. <http://www.dirjournal.com/guides/how-to-delegate-effectively/>
"Successful Delegation: Using the Power of Other People's Help." Mind Tools. Mind Tools, n.d. Web. 28 Oct
2012. <http://www.mindtools.com/pages/article/newLDR_98.htm>.