QUALITY ASSURANCE PROJECT Conducting Effective Meetings The purpose of this module is to enhance...
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![Page 1: QUALITY ASSURANCE PROJECT Conducting Effective Meetings The purpose of this module is to enhance participants’ knowledge and skill in observing team meetings.](https://reader036.fdocuments.us/reader036/viewer/2022083004/56649da05503460f94a8b041/html5/thumbnails/1.jpg)
QUALITY ASSURANCE PROJECT
Conducting Effective Meetings
The purpose of this module is to enhance participants’ knowledge and skill in observing team meetings and identifying opportunities
for facilitation and training
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QUALITY ASSURANCE PROJECT
At the end of this module participants will be able to:
Identify key aspects of planning, conducting, and evaluating team meetings
Develop a detailed meeting agenda
Identify communication skills needed for conducting effective meetings
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QUALITY ASSURANCE PROJECT
Why Have Meetings?
Important issues are addressed
High quality decisions are made
Work gets done that could not be done
by individuals working alone
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QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
Attendance
Promptness
Meeting Place And Time
Meeting Agenda
Participation
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QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
Basic courtesies
Assignments
Interruptions
Breaks, eating, drinking and smoking
Routine chores
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QUALITY ASSURANCE PROJECT
First Team Meeting
• Review team objectives
• Determine who will be time keeper and
recorder
• Decide on a set of ground rules
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QUALITY ASSURANCE PROJECT
Effective meetingshappen when teams
Plan their meetings Follow steps necessary to conduct an
effective meeting
Evaluate their meetings
Develop communications skills
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QUALITY ASSURANCE PROJECT
Planning the Meeting
• Meeting objectives
• Meeting agenda
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QUALITY ASSURANCE PROJECT
Meeting Objectives
Information Giving
Discussion
Decision making
Task Oriented
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QUALITY ASSURANCE PROJECT
Conducting a Meeting
Open the meeting
State the purpose
Introductions, if necessary
Review the agenda
Follow the agenda
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QUALITY ASSURANCE PROJECT
Benefits of Agendas
Maintain control of the meeting Help team members to prepare Keep team members focused Guide the orderly progress of the
meeting
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QUALITY ASSURANCE PROJECT
Components of an Agenda
• Logistics information
• Sequence and timing of agenda items
• People responsible for topics
• Background materials needed
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QUALITY ASSURANCE PROJECT
Sample Agenda Structure
Time Topic Purpose Inform Discuss Decide Task
Personresponsible
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QUALITY ASSURANCE PROJECT
Close the Meeting
Summarize results
Confirm next steps
Plan next meeting agenda
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QUALITY ASSURANCE PROJECT
Evaluate the meeting
What behaviors to continue?
What behaviors to stop?
What behaviors to start?
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QUALITY ASSURANCE PROJECT
Team Meeting Communication Skills
Active listening
Assertiveness
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QUALITY ASSURANCE PROJECT
Active Listening
Checking: “Can I repeat what you said
in order to check my understanding?”
Clarifying: “It seems to me that what
you mean is ..”
Showing Support: “I hear you. Please
continue.”
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QUALITY ASSURANCE PROJECT
Active Listening
Building: “To your last point I would like to add the following…”
Structuring: “Shall we look at the symptoms, try to define the problem, and then discuss possible solutions?”
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QUALITY ASSURANCE PROJECT
Assertiveness
Information and opinions are presented freely and clearly, with quality visual aids, if appropriate
Attempts to dominate are challenged
Dialogue and debate occurs freely
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