A Challenge: Please Write A One Sentence Definition of

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A
Challenge
Pleasewrite
Please writeaa one
onesentence
sentencedefinition
definition of
of
RUNNINGEFFECTIVE
RUNNING EFFECTIVE
MEETINGS.
MEETINGS.
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Definition Of A
Meeting
A coming together of an assembly.

Why Have A
Meeting
 To solve a problem.
 To make a decision.
 To develop a plan.
 To gather or convey information.
 To get a response to information.
 To obtain approval/reach consensus.
 To establish understanding/rapport.
 To clarify responsibilities.
 To create a sense of teamwork.
Meetings Are Unproductive (1 of 2)
 Purpose of the meeting is unclear.

 There is no agenda/organization.
 The leader tries to accomplish too much.
 The meeting starts late.
 Too many people are at the meeting.
Meetings Are Unproductive (2 of 2)
 The leader loses control.

 One person dominates the meeting.
 Individuals wander from the topic.
 Individuals go back over old items.
 No clear direction/no clear conclusions
are reached.
Where to Begin
So where does the conductor of

a meeting begin?
What agenda is…

The Agenda
Communicates important
information such as:

1. Topics for discussion
2. Presenter or discussion leader for each topic
3. Time allotment for each topic

What agenda is… 2
Provides an outline for the meeting

(how long to spend on which topics)
Can be used as a checklist to ensure

that all information is covered
What agenda is… 2

Lets participants know what will be discussed if it's
distributed before the meeting. This gives them an
opportunity to come to the meeting prepared for the
upcoming discussions or decisions.
Provides a focus for the meeting (the objective of the
meeting must be clearly stated in the agenda)
Considerations when preparing the agenda
Logical sequence
Simple items first
Consensus items first
Late arrivals and
early departures
Sample agenda and notice of meeting

How to Create an Effective Agenda
1. Send an e-mail stating there

will be a meeting, the goal of
the meeting as well as the
administrative details such as
when and where it will be.
Ask those invited to accept or
decline the meeting. Make it
clear that once they have
accepted the meeting, they
are expected to attend.
2. Ask participants requesting an agenda item to contact

you no less than two days before the meeting with
their request and the amount of time they will need to
present it
3. Once all of the agenda requests have been submitted to

you, summarize them in a table format with the
headings Agenda Item, Presenter and Time. It's your
responsibility to ensure that each agenda item is directly
related to the goals of this particular meeting. If an
inappropriate request is made, suggest that person send
an e-mail or memo instead or recommend that this
agenda item be discussed in another meeting. Also, you
must be realistic in the amount of time you allocate to
each presenter.
4. Send the agenda to all the meeting participants the

day before the meeting with a reminder of the meeting
goals, location, time and duration. At this time, ask
the presenters if they are happy with the order in
which they will be speaking and the amount of time
they have been allocated.
and finally…………….!
5. Of course, the most important part of creating an
effective agenda is to follow it during the meeting!
Chairing Meetings More Successfully

Today’s Agenda
5 Golden Rules
A Few More Tips………
Common Problems
Q&A
Close
5 Golden Rules
1. Know the meeting’s objective(s)
2. Prepare, prepare, prepare
3. Keep the meeting on track
4. Capture outcomes
5. Make people want to come
back!!!!!!!!!
Know the meeting’s objectives

What outcome(s) do you want?
What will success look like?
Prepare, Prepare, Prepare (1)

Agenda
Route to meeting objectives.
Don’t try to do too much.
Be Specific. For example:
“Admissions” Almost meaningless
“Admissions Strategy 2008/09” Better

“Review 2007/08 admissions, identify improvement
opportunities and agree action plan for 2008/09”
Now I know what we’re going to do
Prepare, Prepare, Prepare (2)

Get the right people.
Papers out in advance
Familiarise yourself with the papers
Determine key players for each item.
Estimate timings
Venue, layout, equipment & refreshments
Preparation -> Confidence -> Effectiveness

Keep the meeting on track

Stick to agenda
Encourage participation
Intervene whenever necessary but
only when necessary
Watch the time
Stand your ground!
Capture Outcomes
Summarize discussions
Agree next steps and responsibilities
Issue minutes promptly
Plan running order carefully.

Watch Matters Arising.
Rehearse introductions to difficult subjects.
Be a role model.
Use presentations/guest speakers to introduce variety.
Measure meeting effectiveness
Common Problems
Digressions
Going round in circles
Side conversations
Running late
Non-participants & dominating
individuals
Missing key people
Questions & Answers

Thank you

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www.ReadySetPresent.

A coming together of an assembly.

Meetings Are Unproductive (1 of 2)

 Purpose of the meeting is unclear.

Meetings Are Unproductive (2 of 2)

 The leader loses control.

So where does the conductor of

What agenda is…

2. Presenter or discussion leader for each topic

3. Time allotment for each topic

What agenda is… 2

Provides an outline for the meeting

Can be used as a checklist to ensure

What agenda is… 2

Considerations when preparing the agenda

Sample agenda and notice of meeting

How to Create an Effective Agenda

1. Send an e-mail stating there

How to Create an Effective Agenda

2. Ask participants requesting an agenda item to contact

How to Create an Effective Agenda

3. Once all of the agenda requests have been submitted to

How to Create an Effective Agenda

4. Send the agenda to all the meeting participants the

How to Create an Effective Agenda

Chairing Meetings More Successfully

A Few More Tips………

Know the meeting’s objectives

Prepare, Prepare, Prepare (1)

“Admissions Strategy 2008/09” Better

Prepare, Prepare, Prepare (2)

Preparation -> Confidence -> Effectiveness

Keep the meeting on track

Plan running order carefully.

Questions & Answers

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