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EE2

By: E. J. Laguardia
 Purpose of the Meeting
 Which Type of Meeting Suits Your Needs?
 Having the Right People at the Right Meeting
 Qualities of a Meeting Leader
 Overall Purpose and Importance of Attendance
 Forms of Meeting Notice
 Roles and Responsibilities
 If you want to help your teams have more
effective meetings, set the participants
expectations about the meeting by stating in the
agenda.

 the purpose of the meeting.
 the type of meeting
1. problem-solving
2. decision-making
3. planning
4. feedforward (status reporting and new information
presentations)
5. feedback (reacting and evaluating )
6. combination meetings
1. Create your agenda early
2. Clearly define your meeting objective
3. Prioritize agenda items.
4. Break down agenda topics into key points
5. Allow adequate time for each agenda item
6. Indicate whether agenda items require a decision
7. Inform members on how to prepare for the meeting
 Date and time of the meeting.
 Names of the meeting participants and those unable to attend
(e.g., “regrets”)
 Acceptance or corrections/amendments to previous meeting
minutes.
 Decisions made about each agenda item, for example: Actions
taken or agreed to be taken. Next steps.
1. Undertake any necessary preparation prior to the meeting.
2. Arrive on time.
3. Keep an open mind.
4. Listen to the opinions of others.
5. Participate.
6. Avoid dominating the proceedings.
7. Avoid conflict situations.
8. Avoid side conversations which distract others.
9. Ask questions to clarify understanding.
10. Note down any action agreed upon. (See: Note-Taking)
11. After the meeting, undertake any agreed action and brief others as
appropriate.
 Absence of Team Identity
 Difficult Making Decision
 Poor Communication
 Inability to Resolve Conflicts
 Lack of Participation
 Lack of Creativity
 GroupThink
 Ineffective Leadership
Make all members feel valued.
Strike for consensus, using his/her vote sparingly

Listen to others

Encourage new faces into the committee

Plan for the future

Make new members feel welcome

Allow others to take responsibility

Keep Calm

Know when to stand down
1. Don’t let it drag on
2. Keep it positive
3. Be nice – like you mean it
4. Neutralize a touchy meeting
5. Redirect pointless meeting
6. Open up the meeting
7. End it with action