OH 10-1 Agenda Review Your Learning – Chapter 9, page 221 Article Reviews – Problem Solving...
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Transcript of OH 10-1 Agenda Review Your Learning – Chapter 9, page 221 Article Reviews – Problem Solving...
OH 10-1
Agenda
Review Your Learning – Chapter 9, page 221
Article Reviews – Problem Solving
Chapter 10 – Planning & Conducting Effective Meetings
Test Your Knowledge
OH 10-3
Chapter Learning Objectives
Identify different meeting types.
Describe steps in planning a meeting, including its agenda.
Identify ground rules for successful meetings.
Describe steps to conduct meetings.
OH 10-4
Meetings Can Be Unpopular
Participants are unprepared.
Many meetings are too long.
People are not focused; others are disruptive.
Information is confusing.
Many people do not say what they think.
OH 10-5
The Manager and Effective Meetings
The manager must be prepared for meetings.
To be prepared, the manager must effectively plan meetings.
OH 10-6
Types of Meetings
Information meetings
Problem-solving meetings
Brainstorming meetings
Action meetings
OH 10-8
Meeting Objectives
Business objectives should be identified.
Feedback should be obtained from managers and employees who will attend the meeting.
OH 10-9
Developing the Agenda
Agenda—topics to be covered at a meeting
Meeting “basics”
Meeting objectives
Agenda topics
Time frames for each agenda topic
Concluding activities
OH 10-10
Meeting Warm-Up Activities
Quick, interactive activity to prepare attendees to focus on the meeting and its objectives
Examples Introductions
Team-building activities
Training activities
OH 10-11
Premeeting Activities and Assignments
What, if any, preactivities or assignments must be completed?
Should the activities be completed before or during the meeting?
How much time and what materials and instructions will be required for the preassignments?
OH 10-12
Scheduling the Meeting
A carefully planned agenda will indicate the time required for the meeting.
When scheduling, consider available times of those who must attend.
Meet during slow business volume times.
OH 10-13
How Would You Answer the Following Questions?
1. Meeting objectives should be planned (before/after) employees to attend the meeting are identified.
2. Every meeting will require pre-meeting activities and assignments. (True/False)
3. Agendas (are/are not) required for “routine” meetings.
4. Employees who will attend a meeting (should/should not) provide input about it.
OH 10-14
Conducting Meetings
Careful planning for this meeting will not be wasted if the manager properly conducts it.
OH 10-15
Responsibilities of the Meeting Facilitator
Determining whether topic discussion should continue or should be addressed later
Keeping track of allowed time
Refocusing the group, if necessary
Remaining neutral when managing the discussion of sensitive topics
Preventing meeting domination by any person
Bringing closure to agenda topics
OH 10-16
Tactics for a Successful Meeting
Arrive early.
Use a sign-in sheet.
Start on time.
Use and follow an agenda.
OH 10-17
Tactics for a Successful Meeting continued
Understand the purpose and objectives of the meeting.
Identify action items and assignments.
End on time.
Use evaluation information for improvement.
OH 10-18
Ground Rules for Meetings
Examples
Promptness
Conversational courtesies
Breaks
Interruptions
Rotation of routine tasks
Question and answer periods
OH 10-19
Focus on Agenda Items
Each agenda item should be considered, and, if necessary, action items should be identified.
Action items should be assigned to someone who must complete the assignment by a deadline.
OH 10-20
Closing the Meeting
All action items should be identified and reviewed to assure that there are no misunderstandings about responsibilities.
A schedule for the next meeting should be established.
The facilitator should summarize the meeting.
OH 10-21
Meeting Evaluation
Purpose—determine what worked well and change things that did not.
Evaluations can be written or oral.
Evaluations should be short and concise.
OH 10-22
Meeting Minutes
Minutes should focus on three types of information: Decisions made
Action items
Open “parking” lot issues
OH 10-23
How Would You Answer the Following Questions?
1. A manager does not need to facilitate each meeting. (True/False)
2. Managers should establish ground rules for meetings. (True/False)
3. Pre-agenda items should be action items. (True/False)
4. Minutes should be circulated within two weeks of the meeting date. (True/False)
OH 10-24
Key Term Review
Action item
Action meetings
Agenda
Brainstorming meetings
Call/emergency meetings
OH 10-26
Key Term Review continued
Next steps
Parking lot
Planning
Problem-solving meetings
Warm-up activity