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The Charter Partners Guide to Effective Meeting Management

The Charter Partners Guide to Effective Meeting Management

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Published by Fakhar Imran

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Published by: Fakhar Imran on Feb 20, 2011
Copyright:Attribution Non-commercial

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05/08/2013

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The Charter Partners
®
GuideEffective Meeting Management
³Good meetings are managed events
. . .
they just don¶t happen!´
©
Charter Partners USA, Inc.January 2003
 
2
Introduction
Introduction
ThisguidehasbeendevelopedtoassistCharterPartnersMembersintheireffortstoholdmeetingswhichareconsistentintheirlevelofsuccess,qualityandeffectiveness.Thisguideisdesignedtobecontinuouslyenhanceduponasweimproveourmeetingtechniques.WeaskyoutousethisguidewhenhavingaCharterPartnersrelatedmeeting.Theprinciplesdetailedintheguidemaybeappliedtoanyin-person,Webexortelephoneconferencecallmeeting.Thetypesofmeetingswhereeffectivemeetingmanagementtechniquescanbeappliedinclude:1.)GroupMembershipMeetings2.)GroupCommitteeMeetings,includingExecutive,MembershiporLossControlandClaims.Yourthoughtsandsuggestionsaboutthisguidearewelcomed.Wehopethisguidewillbeofassistanceandwelookforwardtohearingfromyou.
TheAnatomyof an EffectiveMeeting
Preparingforameetingconsistsofthree(3)Phases.However,asthediagramonthenextpageindicates,themajorportionofthetotalhoursrequiredtoholdaneffectivemeetingisdedicatedto
Phase
oftheMeetingPlanningFunction.Clearly40to60%ofthetotaltimeneedstobededicatedtothePlanningFunction.Thetimerequiredtoholdtheactualmeeting,
PhaseII 
,(assumingithasbewellplanned),generallyrequiresabout10to20%ofthetotaltime,withthePostMeetingWork,
PhaseIII 
,usingabout30to40%othetotaltime.Bywayofexample,the³RuleofThumb´forathree(3)hourmeetingindicatesthatapproximatelyten(10)hoursofplanningandseven(7)hoursofPostMeetingWorkisrequired.Asyoureadthroughthisguide,keepinmindwhatmakesforan
ineffective
meeting.Asurveyofsome635executivesindicatedthefollowingaresomeofthecharacteristicsofan
ineffective
meeting:
D
riftingoffthesubject
Lackof,orpoorpreparation
Lackoflistening
VerbosityofParticipants
LengthThisguideisdesignedtoassistyouinstayingawayfromthesepitfallsandincreasingtheeffectivenessofyourmeetings.
emember 
. . .
Plan More
. . .
Meet Less
 
3
 As the following diagram indicates, the major portion of the time involved in holding a meeting isdedicated to the planning function.
Purpose of the Meeting
 Agenda
Participants
Facility, Location, Room Set-Up
Mind Sync
Compose the Meeting
Realistic Outcomes
PH
ASE
 
I
 
Meeting
 
Pl
anning
40-60%
Publish Summary of Meeting
Follow-Up and Follow-Through
Parking Lot Issues
Begin Planning for Next Meeting
Incorporate Improvements
PH
ASE
 
III
 
P
ost
 
Meeting
30-40%
PH
ASE
 
II
 
The
 
Meeting
10-20%
The
 
Anatomy
 
of 
 
a
 
Successfu
l
 
Meeting
State purpose/s of the Meeting
Review Agenda & Solicit Additional Expectations
Review Meeting Rules and Tools
Champion Member Leads the Meeting
Champion Producer ±³Sideline Coach´
Meeting
D
ebrief and Ranking
Schedule Next Meeting
D
ate
Effective Meeting Management

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