1. Meeting basics &Effective Meetings

2. Agenda
• The importance of effective meetings
• The effective-meeting process:
– Before meetings (Plan)
– During meetings (Do)
– After meetings (Review)
• A checklist to review meeting effectiveness

3. When Is a Meeting Effective?
A meeting is effective when it achieves its
objectives in a minimum amount of time
to the satisfaction of the participants.

4. The Key Message
Effective meetings are
managed events –
they don’t just happen.

5. Steps to an Effective Meeting
 Establish the need (why)
 Set a clear agenda (what and how)
 Arrange logistics (where and when)
Plan
 Define roles and responsibilities (who)
 Pre-position key contributions
 Identify and overcome barriers
• Follow the agenda
• Record group thinking
Do • Practice good meeting behaviors
• Enact meeting roles
• Identify next steps
• Note benefits and concerns
• Evaluate effectiveness
Review • Circulate meeting summary
• Follow up on next steps
• Incorporate benefits and concerns
into next meeting plan

6. Meeting basics:Planning
Planning should take the most effort in
order to maximize the effectiveness of the
meeting.

7. Five Basic Steps For Planning a
Meeting
1. Decide precisely what you want to accomplish
during the meeting – a decision, a
plan, alternatives, understanding?
I prefer
2. Plan the content of the meeting — the agenda — longer
and the frequency and duration needed. meetings that
meet less
frequently
3. Plan how you will present each part of the agenda
for maximum effectiveness. Consider your
outcome and determine the methods and
environment that best supports it. How will decisions be
made? Voting?
Consensus?

8. Five Basic Steps for Planning a
Meeting (continued)
4. Plan what you will do after the meeting or
Setting up sub-
between meetings to be effective and to teams and
make progress like status progress status
reporting
updates, teleconferences, sub-teams. outside
meetings saves
meeting time
5. Plan how you will evaluate the meeting — for group
issues
as it is taking place and afterward.

9. Encourage Participation Through
Hooks and Responses
Let me build on
that . . .
What I hear you What I like about
saying . . . that . . .
How would
we. . .
Help me
understand . . . I wish I knew Can you say
what . . . more about
that . . .

10. Leave Time at the End of the
Presentation for Feedback
• Perform a process pro’s and cons or benefits and concerns:
• What went well? If you don’t do this your
meetings will never get
any better.
• What should we improve for next time?
• Perform a content pro’s and cons or benefits and concerns:
• How well are we meeting our objectives?
• What do we need to do better?
• Assign roles for next meeting

11. Reviewing
The only way to improve presentation
effectiveness is to evaluate it and
determine what to do better.

12. After the Meeting
• Review meeting benefits and concerns
• Solicit participants’ individual feedback on meeting
• Compare notes and prepare and distribute meeting minutes
• Follow up on Next Steps via email, phone, etc.
• Set up sub-teams to work on larger actions
• Issue progress reports
Review
• Start planning the next meeting