2-8
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Chapter 8:
Achieving Business Results through Effective Meetings
Types of “Virtual” Meetings • • • • •
Meetings via email Project intranets and extranets Video conferences Chat groups Conference phone calls
2
The Importance and Benefits of Meetings • Meetings are an important form of communication. • Meetings are important in shaping organizational norms and improving work processes. • Meetings are a way to fulfill the need to be part of a team, providing a sense of togetherness and trust. • Meetings are important when members are involved in complex projects, with multiple deadlines and sets of objectives.
3
Problems with Meetings • Top three reasons for failed meetings: – They get off subject – They lack agendas or goals – They last too long
• Meetings can be ineffective or useless due to lack of preparation and planning • Meetings can be unnecessary and costly in terms of employees’ time and productivity taken away from other tasks and objectives 4
Source of Frustration and Loss of Work Time • Three underlying reasons why meetings are the source of frustration and loss of work time: – Interpersonal dynamics – The more people involved in making a decision, especially a consensus decision, the more time it takes – There may be redundancies of people and effort 5
Strategies for Effective Meetings • The Four P’s of Effective Meetings: – Purpose – Participants – Plan – Process
6
Clarify the Purpose of the Meeting • Legitimate purposes for calling a meeting: – Generating ideas for a project – Discussing the pros and cons of potential solutions to a problem – Gaining employee input and buy-in for a program or company point of view – Deciding on a strategy or course of action
• Evaluate whether a meeting should be held based on its stated purpose • Decide on a clear achievable task and communicate it before the meeting begins
7
Four General Types of Meetings • • • •
Information sharing Information dissemination Problem solving/decision making Symbolic/social
8
Decide Who Should Participate in the Meeting • Invite those who can best contribute to the objective • Consider potential problems that may result from, or during, the meeting (e.g. whether to invite the company “troublemaker”)
9
Decide Who Should Participate in the Meeting • The right people to invite include: – Those who have a stake in the outcome – Those who own the problem – Those affected by the outcome – Subject matter experts – Problem solvers – Idea people – Outsiders, depending on the meeting’s purpose 10
Develop a Plan for the Meeting • Create and distribute an agenda that spells out: – Tasks – Estimated time allocated to each task – Decisions to be made – Expected outcomes or deliverables
11
Develop a Plan for the Meeting • Distribute the agenda prior to the meeting • Decide on a suitable time and place • Select a temperature, seating arrangement, and schedule to facilitate lively participation • Provide directions and meeting location phone number
12
Meeting Process 1. Preliminary or initial phase – Articulate the meeting purpose and objectives – Proceed with a general overview of the agenda – Explain why the participants were invited to the meeting – Be sure all members know one another
13
Meeting Process 2. Meeting Kickoff – Establish and post operating guidelines – Establish who will take on which role • • • •
Scribe Timekeeper Facilitator Meeting leader
14
Meeting Process 3. Summary of accomplishments – Review decisions made – Summarize key discussion points
15
Meeting Process 4. Evaluation and closing remarks – Determine whether the meeting objectives have been met – Plan the next meeting – Review the action items
16
After or Between Meeting Strategies • Immediately after the meeting, have the minutes and the next meeting agenda prepared and distributed • Send out checkpoint memos or e-mails • Make sure members have phone, fax, and e-mail lists of all participants • Use the time between meetings to meet with individual members 17
After or Between Meeting Strategies (continued) • Consider developing and distributing a meeting summary form • Be sure to send meeting notes to absent members • Have subcommittee meetings, if necessary • Track progress against a milestone chart • Keep key stakeholders informed of team progress and setbacks 18
Other Helpful Meeting Hints • Write down the cost per minute of the meeting. • Announce the adjournment time at the beginning of the meeting. • Set rules for debate if one is likely to ensue. • Try to schedule internal meetings for 30 minutes or less, unless a key decision must be made. • Have a meeting standing up. 19
Other Helpful Meeting Hints • Follow preestablished timetables unless the situation warrants change. • Complete the meeting summary and send it out the same day. • Demonstrate management support and commitment to the team and its tasks. • Have fun. 20
Achieving Business Results through Effective Meetings
Types of “Virtual” Meetings • • • • •
Meetings via email Project intranets and extranets Video conferences Chat groups Conference phone calls
2
The Importance and Benefits of Meetings • Meetings are an important form of communication. • Meetings are important in shaping organizational norms and improving work processes. • Meetings are a way to fulfill the need to be part of a team, providing a sense of togetherness and trust. • Meetings are important when members are involved in complex projects, with multiple deadlines and sets of objectives.
3
Problems with Meetings • Top three reasons for failed meetings: – They get off subject – They lack agendas or goals – They last too long
• Meetings can be ineffective or useless due to lack of preparation and planning • Meetings can be unnecessary and costly in terms of employees’ time and productivity taken away from other tasks and objectives 4
Source of Frustration and Loss of Work Time • Three underlying reasons why meetings are the source of frustration and loss of work time: – Interpersonal dynamics – The more people involved in making a decision, especially a consensus decision, the more time it takes – There may be redundancies of people and effort 5
Strategies for Effective Meetings • The Four P’s of Effective Meetings: – Purpose – Participants – Plan – Process
6
Clarify the Purpose of the Meeting • Legitimate purposes for calling a meeting: – Generating ideas for a project – Discussing the pros and cons of potential solutions to a problem – Gaining employee input and buy-in for a program or company point of view – Deciding on a strategy or course of action
• Evaluate whether a meeting should be held based on its stated purpose • Decide on a clear achievable task and communicate it before the meeting begins
7
Four General Types of Meetings • • • •
Information sharing Information dissemination Problem solving/decision making Symbolic/social
8
Decide Who Should Participate in the Meeting • Invite those who can best contribute to the objective • Consider potential problems that may result from, or during, the meeting (e.g. whether to invite the company “troublemaker”)
9
Decide Who Should Participate in the Meeting • The right people to invite include: – Those who have a stake in the outcome – Those who own the problem – Those affected by the outcome – Subject matter experts – Problem solvers – Idea people – Outsiders, depending on the meeting’s purpose 10
Develop a Plan for the Meeting • Create and distribute an agenda that spells out: – Tasks – Estimated time allocated to each task – Decisions to be made – Expected outcomes or deliverables
11
Develop a Plan for the Meeting • Distribute the agenda prior to the meeting • Decide on a suitable time and place • Select a temperature, seating arrangement, and schedule to facilitate lively participation • Provide directions and meeting location phone number
12
Meeting Process 1. Preliminary or initial phase – Articulate the meeting purpose and objectives – Proceed with a general overview of the agenda – Explain why the participants were invited to the meeting – Be sure all members know one another
13
Meeting Process 2. Meeting Kickoff – Establish and post operating guidelines – Establish who will take on which role • • • •
Scribe Timekeeper Facilitator Meeting leader
14
Meeting Process 3. Summary of accomplishments – Review decisions made – Summarize key discussion points
15
Meeting Process 4. Evaluation and closing remarks – Determine whether the meeting objectives have been met – Plan the next meeting – Review the action items
16
After or Between Meeting Strategies • Immediately after the meeting, have the minutes and the next meeting agenda prepared and distributed • Send out checkpoint memos or e-mails • Make sure members have phone, fax, and e-mail lists of all participants • Use the time between meetings to meet with individual members 17
After or Between Meeting Strategies (continued) • Consider developing and distributing a meeting summary form • Be sure to send meeting notes to absent members • Have subcommittee meetings, if necessary • Track progress against a milestone chart • Keep key stakeholders informed of team progress and setbacks 18
Other Helpful Meeting Hints • Write down the cost per minute of the meeting. • Announce the adjournment time at the beginning of the meeting. • Set rules for debate if one is likely to ensue. • Try to schedule internal meetings for 30 minutes or less, unless a key decision must be made. • Have a meeting standing up. 19
Other Helpful Meeting Hints • Follow preestablished timetables unless the situation warrants change. • Complete the meeting summary and send it out the same day. • Demonstrate management support and commitment to the team and its tasks. • Have fun. 20
