Leading effective meetings

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Meetings, meetings, meetings. You can’t live with them and you can’t live without them. Make sure that the meetings you lead are organized, focused and productive.
Learning Outcomes
The importance of meeting preparation
  • The different types of meetings
  • An effective method to help you outline the purpose of your meeting
  • How to plan your agenda
  • Different techniques for managing the mechanics of a meeting
The art of effectively conducting and leading meetings
  • Ground rules that will keep your meetings on track
  • Ways to promote participation
  • The diversity of behaviors to observe so you can improve group communication
  • How to encourage accountability for a meeting’s success
  • Common types of disruptive behavior and how to deal with them
  • How to make decisions as a group
Smart techniques to determine your meeting’s results
  • Tips to help you with successful follow-up
  • How to use feedback to improve your meetings
  • A simple tool to help you evaluate the effectiveness of your meetings
Introductory Thought
To get started, here’s an important question:
How much time do you spend in meetings?
If Publisher’s Clearinghouse came looking for you to deliver the $1,000,000 sweepstakes prize, what are the chances they would find you leading a meeting?
Most managers spend from 25%-80% of their time in meetings, many of which they are leading. And, according to some estimates, approximately 50% of this time is unproductive!
THERE MUST BE A BETTER WAY!
Opportunity
Twelve people sit in a meeting. The meeting is supposed to last one hour, but is now going into the second hour without any observable results. Does this sound familiar?
There are intangible costs.  For instance, the work that could have been done back in the office, the attitudes that were positive up until this meeting, and the assignments that will have to be completed on overtime because the meeting is taking so long.
But then, consider the actual dollar and cents of it. If you have managers or professionals in the meeting, an hour of their time could easily be worth $50 or more. This meeting is costing your company $600 an hour! And that’s probably a conservative figure.
Assumptions
Before you begin, we need to identify several basic assumptions that were made in developing this course.
Meetings are essential to organizational operations.
A meeting is being held because the desired results require input from more than one person, or more than one person at a time.
Most people would have a better attitude about meetings if they hadn’t spent so much time in worthless ones.
You truly want meetings that are participative and open, and not just a forum for you to impose your own ideas on others.
Productivity is impacted by morale, which is impacted by the time spent in unproductive meetings, which are a function of the quality of leadership.
Program Overview
Session 1
CREATE a Roadmap
TIP #1
ð       SPEND SUFFICIENT TIME PREPARING.
TIP #2
ð       USE EFFECTIVE MEETING METHODS.
 
Session 2
CONDUCT the Meeting
TIP #3
ð       PROMOTE PARTICIPATION.
TIP #4
ð       SHARE RESPONSIBILITY FOR SUCCESS.
TIP #5
ð       ADDRESS DISRUPTIVE BEHAVIOR PROMPTLY.
TIP #6
ð       PROVIDE A FRAMEWORK FOR GROUP DECISION MAKING.
 
Session 3
CONFIRM the Results
TIP #7
ð       SUMMARIZE AND ASSIGN ACTION ITEMS.
TIP #8
ð       MAKE A PLAN FOR FOLLOWING UP.
TIP #9
ð       DEBRIEF WITH PARTICIPANTS.
TIP #10
ð       STRIVE FOR CONTINUOUS IMPROVEMENT.
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