Chapter 5 Organising and Managing Meetings

Topics Discussed: 
Reasons for meetings  Types of meetings  Meeting structures and leadership  Participating in a meeting  Organising a meeting  Conducting a meeting  Recording meeting minutes and/or actions  Following-up meeting outcomes

Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e

Ch5.1

EVALUATING MEETINGS
Effective meetings: 
  

Have a clear purpose Are well planned Involve the participants Result in action

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Ch5.2

EFFECTIVE MEETING SKILLS
Organisational skills: 
Planning, informing, preparing, following-up

Interpersonal skills: 
Active listening Questioning Using appropriate non-verbal communication Demonstrating cultural awareness

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Ch5.3

4 .REASONS FOR MEETINGS Why do people meet?  To share ideas  To coordinate activities  To negotiate solutions  To plan policy and implementation strategies  To develop new procedures  To foster team spirit Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

5 .TYPES OF MEETINGS Formal/Informal meetings  Internal/External clients ± Face to face/at a distance ± Individual/small group/large group Video and teleconferencing meetings Networking Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

FORMAL MEETINGS Follow set organisational guidelines and established codes of behaviour. known as meeting procedure Most likely occur in business and meet legal and legislative requirements:         Notification of meeting Agenda items Attendance list Correspondence Itemised discussion Decision Action planned Minutes Meeting procedure Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.6 .

FORMAL MEETINGS (cont.7 .) Examples:  Shareholder meetings. in a democratic fashion Motion Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5. yet give everyone a chance to be heard  Allow the person in control to maintain order and direct the flow  Formulate ideas as motions to be discussed and voted on. state authorities. local councils Meetings procedures are designed to:  Ensure all legal requirements are met  Allow one person to speak at a time.

INFORMAL MEETINGS Most workplace meetings are more likely to be informal Informal meetings can:     Create a more relaxed environment Foster open communication Develop concern and camaraderie Encourage innovation and initiatives Informal does not mean disorganised ± meetings still need to be planned. organised and run efficiently Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.8 .

) They need to achieve their purpose and result in some action Most workplace meetings do not need to be strictly controlled (in the fashion of parliamentary procedure) Parliamentary procedure Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.9 .INFORMAL MEETINGS (cont.

1) High cost of bringing people together Disruption to workforce Challenges for the chairperson when using this method:  In most cases. only one person can talk at a time  Participants cannot see each other (except where there is more than one person at a site)  Strict start and finish time ± line-booking  Impossible to pass things around (except where you have access to a digital camera) Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.1) MEETINGS (Fig 5.VIDEO AND TELECONFERENCING 5.10 .

11 .NETWORKING Strategy for making contacts and forming support groups Provides an opportunity to develop links and build relationships with people from similar or linked organisations In business this may involve:  Participating in meetings  Social and business gatherings  Attending conferences or functions Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

12 .) Networking can lead to:     Sharing resources and information Forming joint venture projects Sharing market information Fostering business dealings and partnerships Networking relies on:  Evidence of the benefits to all the people involved  Demonstration of mutual respect  Adherence to a high level of ethical and business standards An example of a networking opportunity is an IT Trade Fair Networking 1 Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Networking 2 (in an IT environment) Ch5.NETWORKING (cont.

1) Meetings can be classified according to their purpose  As meeting goals vary. the best structure varies too  Leadership styles in meetings range between: ± Chairing ± Telling ± Selling ± Joining ± Consulting ± Participating ± and combinations of these styles Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.MEETING STRUCTURES AND 5.13 .1) LEADERSHIP (Table 5.

Ask yourself: µWhat can I contribute to the group process.¶ Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.  Problems may be solved through a work team meeting  Each member should go into a meeting with a positive attitude.  The group may meet informally to discuss work-related issues  For the team to operate effectively.14 . certain basic meeting procedures need to be followed.PARTICIPATING IN A MEETING  Work teams are established by management to deal with particular problems or focus on particular tasks.

15 .3) Plan Conduct Record Organise follow-up action Plan follow-up meeting if necessary Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.3) 5.ORGANISING A MEETING (Fig 5.

Prepare and circulate the agenda and documentation Remember: check things on the day Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5. Choosing the venue 3.PLANNING THE MEETING Good planning pays off: 1. Informing the participants 4. Deciding on the purpose 2.16 .

Outcomes-oriented statement Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.DECIDING ON THE PURPOSE OF THE MEETING Participants should be told what will be achieved by having the meeting Always try to complete the statement: µThe purpose of the meeting is to «¶ with an active or outcomes-orientated statement.17 .

18 .CHOOSING THE VENUE FOR THE MEETING The choice of a venue will depend on a number of factors:      How many people are attending How convenient the venue will be for participants The facilities available The availability of the venue The cost of the venue Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

19 .CHOOSING THE VENUE FOR THE MEETING (cont.) The room chosen should be quiet and big enough       Do not assume that the room will be available Organise the set-up of the room Test run Preview videos Run extra copies of handouts Make sure that the room is accessible for people with special needs Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

4)  Positioning of tables and chairs  Physical resources Preparing name tags and cards  Place key people where you want them  Separate people known to be very friendly or unfriendly Food and drink  If provided.20 .CHOOSING THE VENUE FOR THE MEETING (cont.) Planning the room layout (Fig 5. they should be available all the time Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

± Allow for emergencies. which will be sent out closer to the time of the meeting. email or fax everyone concerned  Follow up with a formal notice: ± If specific topics are already known. ± Ensure that you set deadlines for receiving agenda items. ± Otherwise invite participants to submit items for the agenda. Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.21 . include a draft agenda.INFORMING THE PARTICIPANTS  Set meeting time in advance  Check key stakeholders are available at that time  When time is fixed telephone. ± Make sure that each person knows why they are being invited. ± Have any meeting papers sent out by courier or post in a timely manner.

22 .     Motion or formal proposal Be clear about the purpose of the item Focus for discussion Chairperson can manage the discussion and judge when to move to a decision Agenda Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.THE AGENDA Helps the chairperson to structure the meeting and the secretary or minute-taker to keep track of what is being discussed. Provide explanatory notes with each new or important item.

12. 6.23 Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e . 11. 5. time and location of meeting Apologies for absence Special event (guest speaker to address meeting) Confirmation of minutes of previous meeting Business arising out of minutes Correspondence sent and received Reports Adjourned business General business Any other business Close the meeting Ch5. 10.PROPRO-FORMA FOR AN AGENDA 1. 13. 4. 7. 3. 8. 9. Statement of the meeting¶s purpose Welcome to any special visitors Date. 2.

Who will prepare and circulate the agenda? 9. What background information and preparation do participants need? 6.24 . What is the best format for the meeting? 3. Who will chair/lead the meeting? Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5. What is the purpose of the meeting? 2. Who should attend? 4. How will proceedings be recorded? 8. What is the best time and place for the meeting? 5.QUESTIONS TO ASK BEFORE THE MEETING 1. What physical arrangements need to be made? 7.

CONDUCTING A MEETING Formal or informal?  Formal meeting rules can help achieve agreement: ± In a meeting attended by more than 50 people ± When time is limited ± When very controversial matters have to be resolved ± When a decision must be recorded ± When a group is polarised into opposing factions ± If a group is being troubled by µbush lawyers¶ or µrule book wavers¶ Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.25 .

26 . TELECONFERENCES AND ONLINE FORUMS  Can be formally or informally run  Need to be well managed  Running these meetings more effectively: ± Produce and distribute printed guides ± Decide what to do in case of problems with line or equipment ± Protocols for participating ± Guidelines for presenting verbal and graphical information  The role of the facilitator ± Ensure information is disseminated to all participants ± Make introductions ± Ask questions ± Use images and metaphors ± Paraphrase information Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Protocol Facilitator Ch5.VIDEOCONFERENCES.

CONDUCTING A MEETING (cont.27 .) Meeting management roles  The convenor or chairperson  The discussion facilitator  Suggestions for convenors  Introductions  Facilitating or leading the meeting  Hidden agendas ± Power plays at power solutions ± Identifying hidden agendas Hidden agenda Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

who. how and when Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.28 .GETTING AGREEMENT ON ACTIONS Meetings take place to produce some sort of outcome or action plan Convenor must be a skilled problem-solver Convenor needs to take initiative in drawing the discussion to a close Any decisions should address the four elements of an action outcome: What.

RECORDING MEETING MINUTES Minutes   Have to be accepted at the next meeting Purpose is to record permanently the proceedings of the meeting Provides a basis for action Essential to record: ± Name of organisation ± Date ± Attendees ± Decisions and actions   Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.29 .

or calls for a volunteer Minutes should be a summary of what happened (Fig 5.RECORDING MEETING MINUTES (cont.) Taking minutes  Secretary or chairperson appoints note-taker.10)  Minutes pro-forma Minutes Pro-forma Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.30 .

31 . identify who is responsible for which decisions that were made  Summarise the actions at the end of the meeting  Check that everyone understands what they have agreed to  Contact participants a little before their deadlines to see how they are progressing ± ± Use tact and diplomacy Avoid sounding too critical  Circulate a note after the meeting summarising what people have agreed to Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.FOLLOWING UP THE MEETING OUTCOMES  During meeting.

32 .ACTION POINTS  Make sure the reason for the meeting justifies the time and effort people give  Determine the purpose of the meeting  Produce an agenda  Prepare the location for the meeting  Begin on time. business-like manner  Encourage involvement  Get agreement on meeting processes and decision making Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5. in a positive.

and how  Check minutes and documents before they are distributed  Follow-up all outcomes and decisions Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.ACTION POINTS (cont. by whom.)  Keep notes to help you check the minutes  Summarise progress at strategic points  Ensure all decisions state what has to be done.33 . by when.

SUMMARY  Organisations should hold regular general meetings  Improve morale and help to encourage teamwork  Both meeting structure and leadership style should suit the conditions and purpose of the meeting  Follow the four key steps for µPlanning the meeting¶  Follow the seven steps for effective meetings in µFacilitating and leading a meeting¶ Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.34 .

)  Facilitators and convenors assume various roles  Be aware of hidden agendas  Professional conduct  Take minutes  Follow-up the meeting outcomes Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.35 .SUMMARY (cont.

36 .KEY TERMS Agenda Facilitator Hidden agenda Meeting procedure Minutes Motion Networking 1 Networking 2 (in an IT Environment) Outcomes-oriented statement Parliamentary procedure Pro-forma Protocol Copyright ¥ 2005 McGraw-Hill Australia Pty Ltd PowerPoint Slides t/a Communication for IT 2e Ch5.

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