Reasons for Meeting

Reasons for Meeting

اسلاید 1: Chapter 11 - Meeting Management1Reasons for MeetingMost common reasons for holding a meeting:To accept reports from participantsTo reach a group judgment or decisionTo analyze or solve a problemTo gain acceptability for an idea, program, or decisionTo achieve a training objectiveTo reconcile conflicting viewsTo communicate essential information to a group

اسلاید 2: Chapter 11 - Meeting Management2Reasons for MeetingMost common reasons for holding a meeting:To relieve tension or insecurity by providing information and management’s viewpointTo ensure that everyone has the same understanding of informationTo obtain quick reactionsTo reactivate a stalled projectTo demonstrate a product or systemTo generate new ideas or concepts

اسلاید 3: Chapter 11 - Meeting Management3Common Complaints About MeetingsComplaints about planningAn agenda was not prepared or sent out prior to the meetingThe wrong people were invited to attendThe time for the meeting was inconvenient for participantsThe room was too smallAudiovisual equipment was not orderedThe meeting room was not set up correctly

اسلاید 4: Chapter 11 - Meeting Management4Common Complaints About MeetingsComplaints about leadershipLeader did not follow the agendaLeader monopolized meeting discussion time; imposed personal views on groupLeader was weak; spoke infrequently; failed to control disruptive participantsLeader did not facilitate communication among all participants

اسلاید 5: Chapter 11 - Meeting Management5Common Complaints About MeetingsComplaints about participationParticipants were unprepared for the meetingUnfamiliar with agendaDid not read background materialsDid not prepare their own presentationsSome participants contributed too muchSome participants contributed too littleSome participants were disruptive or uncooperative, either intentionally or unintentionally

اسلاید 6: Chapter 11 - Meeting Management6Common Complaints About MeetingsComplaints about the meeting’s outcomesThere weren’t any outcomes!Decisions are not implementedAssignments agreed to by participants are not doneRecommendations are not passed onFindings are often ignored

اسلاید 7: Chapter 11 - Meeting Management7Planning MeetingsWhat is the objective of this meeting?Describes what you expect the meeting to accomplishMeeting may have more than one objectiveWho should attend this meeting?Avoid inviting too many or too few peopleConsider the objective of the meeting when deciding whom to invite

اسلاید 8: Chapter 11 - Meeting Management8Planning MeetingsWhen and where will the meeting be held?Determine availability of key people before choosing a meeting time and dateLocation of a meeting should be determined by convenience and suitabilityDetermine what materials, equipment, refreshments, and room layout are requiredBe prepared with whatever materials are neededDetermine which room layout will work the best

اسلاید 9: Chapter 11 - Meeting Management9Planning MeetingsWhat should the agenda be?An effective agenda includes:Time of meetingLength of meetingLocation of meetingList of participantsSubject of meetingBackground informationItems to be coveredPre-meeting preparation

اسلاید 10: Chapter 11 - Meeting Management10Leading MeetingsStarting timeStart the meeting on timeOpening remarksEstablish the right toneIdentify any participants unknown to the groupOffer background comments that might prove useful Review the objectives of the meetingIdentify any time constraints

اسلاید 11: Chapter 11 - Meeting Management11Leading MeetingsGetting to businessMove to first agenda item after opening remarksKeep the meeting on trackParticipationFacilitate balanced participation among meeting membersDeal assertively but patiently with disruptive members

اسلاید 12: Chapter 11 - Meeting Management12Leading MeetingsAgendaUse the agenda to keep the discussion on trackBe flexible and allow enough time to discuss a topicClosingClose the meeting at the appropriate timeAsk for final questions or commentsOffer a summary of what has been accomplishedThank the group for their time and contributions

اسلاید 13: Chapter 11 - Meeting Management13Effective Meeting OutcomesMeeting action planReplaces traditional minutes of a meetingIncludes basic information about the meetingDescribes specific actions to be taken, person responsible, deadlines and completion datesLists key issues discussed and participantsRecords meeting lengthAnnounces next meetingFocuses on actions to be taken after the meeting rather than simply recording the minute