Beruflich Dokumente
Kultur Dokumente
MEETING PREPARATION
Continuous
Cycle
Preparation Conducting
INFORMATION GATHERING
Collect ballot results Review correspondence Review minutes and action items from previous meeting Contact TG chairman Review jurisdiction list Contact staff manager Prepare agenda
Essential Questions
What
are some characteristics of effective meetings? What structures and processes can be used by teams to ensure that their meetings are effective? What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings?
Pawan Kumar Yadav
Have the group agree on the agenda ahead of time, or Come with a partial agenda and ask for input If theres too much to do, prioritize and stick to your timelines Typical roles include: facilitator, recorder, timekeeper The facilitators role can be shared, even if theres one official leader Shared roles help to create a sense that all members are equally valued
Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills
Build in processing time to discuss what the group is doing well and what needs to be improved
chairman Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool
PIYUSH PANDEY
date, time, location General information Agenda/minutes approvals Agenda items with background/goals Old/New Business Summary/ Assignments
DISTRIBUTION OF AGENDAS
Provide
manager will post to members only section of home page ensure copies are available at the meeting
COVERAGE OF MEETING
IF
YOU CANNOT ATTEND, FIND A REPLACEMENT BRIEF YOUR REPLACEMENT ON THE AGENDA
Pragati Chaudhary
AT THE MEETING
Is
Teams need to decide how they will be structured to conduct their business
Decide on regular meeting times Identify group norms and purpose Decide how meetings will be conducted (e.g., use of agendas and roles, etc.) Talk about how decisions will be made (e.g., consensus, democratic, etc.) Talk about how members will communicate between meetings
Opening Discussion
Think
about a meeting that youve been to lately that you consider to have been effective. do effective team meetings contribute to collaboration?
How
Pragati Kumar
Individually, list as many ideas as you can about factors that contribute to effective team meetings.
In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings.
Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.
PRAJESH RAWAT
Use your role to help develop a sense of equity among team members
Encourage equal participation among all members Remind members that participating means listening as well as talking
Use your role as a way to identify when decisions are being made
CONDUCTING A MEETING
START
ON TIME!! Delegate the task of taking minutes if you havent a subcommittee secretary Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary
Prakhar Gupta
attendees who wish to speak Remain neutral Summarize discussion and future action Maintain order
MEETING TECHNIQUES
Focus
attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed
Start on time and end on time: Everyone has suffered through meetings that went waybeyond the scheduled ending time.
Have fewer (but better) meetings. Call a meeting only when it is absolutely necessary. Before you call a meeting, ask yourself whether you can achieve your goal in some other way.
CLOSING A MEETING
State
conclusions reached Summarize assignments Give staff manager next meeting requirements
Prashant Ranjan
PREPARING MINUTES
Follow the format of the meeting agenda and include:
the committee number and title, date/location of meeting, and time called to order an accurate summary of the decisions and conclusions reached the assignments that were made the follow-up action required time of adjournment and notice of the next meeting date, time and location