Mc connell pp_ch34
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Transcript of Mc connell pp_ch34
© 2010 Jones and Bartlett Publishers, LLC
Umiker's Management Skills for the New Health
Care Supervisor, Fifth Edition
Charles McConnell
© 2010 Jones and Bartlett Publishers, LLC
Chapter 34
Holding Effective Holding Effective
MeetingsMeetings
© 2010 Jones and Bartlett Publishers, LLC
Despite their tainted reputation --
-- meetings remain one of our most
valuable communication tools. We use
them for team building and
coordination, cross-functional activities,
dissemination of information, training,
problem solving, and decision making.
© 2010 Jones and Bartlett Publishers, LLC
An Essential Activity
Committees, task forces, and focus
groups could not function without
meetings; ad hoc problem-solving
meetings conducted in a
brainstorming mode are often among
the most valuable of meetings.
© 2010 Jones and Bartlett Publishers, LLC
In Every Department
Essentially every department or
departmental subgroup holds regular
staff meetings.
Since some meetings are
unavoidable, it pays to make them as
efficient and effective as possible.
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Meetings Are Held To:
Share, exchange, or disseminate
information,
Explain policies, laws, services, protocols,
systems, or restructuring activities;
Accept reports or recommendations;
Make decisions;
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Meetings Are Held To:
Solving problems
Allocate resources
Prepare plans
Establish priorities
Generate ideas
Assign tasks
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Meetings Are Held To:
Persuade;
Obtain commitment;
Teaching or training;
Demonstrate or explain;
Congratulate or reward.
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Components of a Meeting
Purpose: the reason for the meeting
Input and content: leader, attendees,
agendas, visual aids, handouts,
meeting room facilities, objectives,
facts, and opinions
Process: presentation, discussion,
consensus, voting, negotiation, etc.
© 2010 Jones and Bartlett Publishers, LLC
Components of a Meeting
Product: problems solved, decisions
made, compromises, commitment
obtained, schedules, etc.
Responses and follow-up: actions taken;
information provided to meeting
constituents and other people affected
by the decisions.
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Chairperson’s Advance Preparations
• Prepare agenda
• Set day and time
• Secure facilities
• Select attendees
• Select a recorder
• Distribute agenda in advance
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Conducting the Meeting
Start on time
Introduce people (as necessary)
Encourage participation
Maintain control
Force decisions (if necessary)
Summarize upon closing
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After the Meeting
Notify others of the outcome (as
necessary)
Prepare meeting minutes without delay
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“Do Not's” for Chairperson
Do not try to dominate the meeting.
Do not state your opinion before others
have given theirs.
Do not tell a participant he or she is
wrong.
Do not instruct or lecture
Do not argue (disagreeing is acceptable).
© 2010 Jones and Bartlett Publishers, LLC
“Do Not's” for Chairperson
Do not ridicule, kid, or use sarcasm.
Do not take sides early in the discussion.
Do not fail to control problem members.
Do not allow the meeting to run overtime.
Do not try to accomplish too much at one
meeting.
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Minutes Should Include:
Time started, time adjourned
Who was present and who was absent
Statement that previous minutes were
read and approved
Brief discussion or presentation of each
item on agenda
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Minutes Should Include:
Record of agreement or
disagreement, record of vote or
decisions made
Follow-up on actions to be taken
Date, place, and time of next
meeting
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For Meeting Attendees
Come prepared to participate.
Arrive on time.
Listen thoughtfully to others and try
to understand their points of view.
Look for hidden agendas.
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For Meeting Attendees
Ask for clarifications.
Respect the opinions of others
Offer honest opinions, even unpopular.
Try to separate facts from perceptions,
assumptions, or opinions.
Disagree without being disagreeable.
© 2010 Jones and Bartlett Publishers, LLC
For Meeting Attendees
Remain rational and assertive, even when
harassed.
Seek win-win solutions, and be willing to
compromise.
Accept special assignments such as
searching the literature or serving as
recorder.
Avoid being a problem attendee.
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Problem Attendees
Latecomers
Attendees who offend others
Intimidators
Hostile or angry attendees
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Problem Attendees
• Nonparticipants
• Side Conversationalists
• Comics
• Motor mouths
• Destroyers
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Committee Meetings
Who is to chair the meetings?
Is membership voluntary?
What is the goal or mission of the
committee?
When is a report due? Are there to be
interim reports?
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Committee Meetings
If it is a decision-making committee,
what are the alternatives to be
considered?
If it is a problem-solving committee,
do you want only the best solution?
all the alternatives?
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Committee Meetings
Will you carry out whatever the committee
recommends, or only the parts you like?
What facilities and fiscal support are
available?
If the committee is to serve permanently,
have terms of tenure and plans for
rotation of membership been provided?