Conducting meeting

Conducting Meetings: The Meeting Process

 The Meeting Process provides

participants with a framework for
planning, participating in, and
concluding meetings successfully.
They learn techniques for
establishing the purpose and
agenda of a meeting and
facilitating participants' progress
toward the meeting goals….
 INTRODUCTION..
 Define and communicate the purpose,
objective, setting, and agenda for a meeting.
 Ensure that best practices are followed for
meeting procedures, such as taking minutes,
keeping discussions focused, and summarizing
accomplishments and action items.
 Objectively evaluate a meeting's effectiveness.
 Content Emphasis: Skills-Based
 Audience: Managers and employees who want
to learn the appropriate process for conducting
meetings.
 Selecting Participants

 The decision about who is to attend depends on what you want

to accomplish in the meeting. This may seem too obvious to
state, but it's surprising how many meetings occur without the
right people there.

 Don't depend on your own judgment about who should come.

Ask several other people for their opinion as well.
 If possible, call each person to tell them about the meeting, it's
overall purpose and why their attendance is important.
 Follow-up your call with a meeting notice, including the
purpose of the meeting, where it will be held and when, the list
of participants and whom to contact if they have questions.
 Send out a copy of the proposed agenda along with the meeting
notice.

 Have someone designated to record important actions,

assignments and due dates during the meeting. This person
should ensure that this information is distributed to all
participants shortly after the meeting.
Background Information

 Understand why meetings should be

conducted.

 Learn the difference between formal

and informal meetings.

 Recognize common misconceptions

about meetings.
 Few features of a Successful Meeting

 Every meeting should have a purpose. A meeting

without a specific goal to meet is doomed even before it
has been called to order.

A meeting is conducted with the following objectives: To

find facts, get or provide information on certain projects,
find solutions to problems, make decisions, prepare a
plan of action, initiate the action, divide responsibilities,
follow up of actions taken and their results, inspire and
organize individuals for and against certain issues,
promote products or events, protest against certain
issues, receive reports, discuss and take action on them.
·
Cont…

 Before conducting a meeting, ask yourself: Is this

meeting really necessary? In order to assess the
necessity of meetings in your organization, try not
holding a regular meeting. Did it have any adverse
effects on the functioning of the organization? If no,
you should review your meeting schedules.

 Each meeting should be educative and informative:

The members will not be motivated or inspired unless
you provide them with some new info during the
meeting.

 Well conducted meetings compel people to consider

and reconsider matters, reanalyze assumptions and
prejudices.
PLANNING A MEETING…

Effective meetings that produce results, begin with

meeting planning. First, identify whether other
employees are needed to help you plan the meeting.
Then, decide what you hope to accomplish by
holding the meeting. Establish doable goals for your
meeting. The goals you set will establish the
framework for an effective meeting plan. As Stephen
Covey says in the Seven Habits of Highly Effective
People, "Begin with the end in mind." Your meeting
purpose will determine the meeting focus, the
meeting agenda, and the meeting participants.
CONT…
All too often meetings take place without an express
purpose, are too long, and little is accomplished in
them. A clear understanding of objectives to be
accomplished is essential to an effective meeting.
Once the purpose is apparent, questions as to who
will attend, and where (and when) the meeting will
take place can be dealt with.

 Agendas may include time for

 review of notes from past business;
 discussion of new issues;
 evaluation of progress toward goal achievement.
Supervisors are cautioned not to be overly optimistic
about what can be accomplished in a single meeting.
Closing Meetings
 Always end meetings on time and attempt to
end on a positive note.

 At the end of a meeting, review actions and

assignments, and set the time for the next
meeting and ask each person if they can make it
or not (to get their commitment)

 Clarify that meeting minutes and/or actions will

be reported back to members in at most a week
(this helps to keep momentum going).
Thank you

BJMC 2B
Malika
abichandani
Anjlika gupta