This is a workshop I presented at a Toastmasters event (Club Officers Training). This program provides some tips & tricks to anyone who wants to setup and run effective/productive meetings.

1. How to Conduct Productive Meetings Presented by Nissar Ahamed (ACB,ALB)

2. MEETING??

3. MEETING?? Meeting - Important Communication Tool

4. Meetings are Important…. Provide Information Produce Ideas or Suggestions Eliminate Confusion Take Action Clarify Goals / Objectives Decisions

5. What’s in it for me?? Modern Communication Method Meetings take time (Your Time) Money and Resources

6. TRAINING GOAL(S) Introduce Tools - for you (the Leader) to conduct effective and productive Meetings

7. Who is involved in a Meeting? LEADER PARTICIPANTS

8. What we will cover? Meeting Planning Opening A Meeting Handling A Meeting Concluding A Meeting Evaluating A Meeting Conclusion

9. MEETING PLANNING

11. MEETING PLANNING Proper Prior Planning Prevents Poor Performance - Brian Tracy

12. Meeting Planning5 STEPS TO PLANNING State the Purpose Select the Participants Select the Location Inform the Participants Develop An Agenda

13. Meeting Planning STATE THE PURPOSE Every Meeting must have a Clearly Defined Purpose

14. Meeting Planning REASONS FOR A MEETING Receive Reports from Participants To Reach a Decision Analyze & Solve a Problem Ideas or Actions Train Conflict Resolution Information React to a problem or situation

15. Meeting Planning PURPOSE STATEMENT Brief Specific

16. EXERCISE 1 GOAL: To Practice writing purpose statements for a meeting MATERIAL : Participant`s Notebook – Pg. 7

17. Meeting Planning PURPOSE Is this a meeting the best way to achieve my purpose?

18. Meeting Planning PURPOSE Sometimes live meetings are not necessary Alternatives: Mail Email Telephone Multiple Meetings or follow-up meetings

19. Meeting Planning TYPES OF MEETING Information- Giving Meetings Information – taking Meetings Problem- solving Meetings

20. Meeting Planning PROBLEM- SOLVING GROUP DISCUSSION

21. Meeting Planning PROBLEM- SOLVING 5 STEPS: Identify the Problem Analyze the causes of the problem Suggest Possible Solutions Evaluate the solutions Select the best solution

22. Meeting Planning 2. SELECT THE PARTICIPANTS LEADER & PARTICIPANTS Leader chooses the participants

23. Meeting Planning SELECT THE PARTICIPANTS Participants Must Be Same Group Decision Knowledge

24. Meeting Planning 3. SELECT THE LOCATION Meeting Place – Appropriate Meeting Place – Comfortable

25. Meeting Planning SELECT THE LOCATION FACTORS: Room Location Room Conditions Room Size Room without distraction Room based on type of meeting

26. Meeting Planning 4. INFORM THE PARTICIPANTS Notice to Participants Meeting Date – Time – Place Meeting Purpose and Desired Outcome Meeting Items Needed Participants are expected to bring Meeting Length What is provided? (Meals,snacks,etc.)

27. Meeting Planning 4. DEVELOP AN AGENDA Agenda is a written plan for the meeting Important for the leader Important for the participants

28. RECAP – MEETING PLANNING State the Purpose (Why-Brief / Precise) Select the Participants (Who) Select the Location (Where) Inform the Participants (How) Develop An Agenda (Why)

29. OPENING A MEETING

30. OPENING A MEETING ESTABLISH A FRIENDLY ATMOSPHERE: Arrive Early Room Setup Equipments Room Temperature ***Make People Comfortable

31. OPENING A MEETING START ON TIME: Leader should start on time

32. OPENING A MEETING START ON TIME: Don’t wait for late comers

33. OPENING A MEETING BRING EVERYONE UP-TO-DATE: What has happened so far Brief review and update Inform everyone what is happening

34. OPENING A MEETING OPEN WITH ATTENTION-GETTER: Avoid Dry Openings Great Opener sets the tone of the meeting

35. OPENING A MEETING INTRODUCE THE SITUATION OR PROBLEM: What is the problem Why is this important How the participants can help

36. OPENING A MEETING STATE THE PURPOSE OF THE MEETING: Write it on a Clipboard or a Flipchart

37. OPENING A MEETING WELCOME THE GROUP: Briefly Welcome Everyone Guests Special Dignitaries

38. OPENING A MEETING EXPLAIN A METHOD OF DISCUSSION: Establish a Plan Problem- solving or Brainstorming Group Discussions

39. OPENING A MEETING EXPLAIN A METHOD OF DISCUSSION: WHY IS THIS IMPORTANT

40. RECAP – OPENING A MEETING Meeting Atmosphere Starting on Time Bring Everyone Up-to-date Opening with Attention-getter Establish method of discussion

41. HANDLING THE MEETING

42. HANDLING THE MEETING Heart of the Meeting Similar to the Body of the speech Leader Always Maintains control

43. Handling The MeetingSUCCESSFUL LEADER QUALITIES Poise (Stand – Confident) Sensitivity Impartiality Tact Sense of Humour Good Judgement Good Listening Skills

44. Handling The MeetingTECHNIQUES 1. GET EVERYONE PARTICIPATING Ideal vs. Realistic Participation State that you need help Invite Cooperation Someone Specific Compliment an Individual

45. Handling The MeetingTECHNIQUES 2. PROMOTE AN OPEN ATMOSPHERE Be Sincere Be Congruent (Body matches words) Avoid Evaluating or Being Judgemental Smile and Nod (Proper Stance)

46. Handling The MeetingTECHNIQUES 3. SUMMARIZE Frequent Summaries Clear Thinking - Good Organization Gets Participant Buy-In

47. Handling The MeetingTECHNIQUES 4. USE TRANSITIONS Use Transitions to get to the next point Progress in the discussion

48. Handling The MeetingTECHNIQUES ASK QUESTIONS Questions are Effective But you must use effective questions

49. Handling The MeetingTECHNIQUES 5. ASK QUESTIONS Questioning Techniques Guide the course of discussion To Clarify Thinking To Reach Agreements To Involve quiet participants To obtain Information To Limit or end discussion

50. Handling The MeetingTECHNIQUES ASK QUESTIONS Avoid Yes or No Questions Why ? What ? Who ?Where

51. Handling The MeetingTECHNIQUES 6. TEST POSSIBLE SOLUTIONS Review all suggestions Get Participant`s opinion

52. Handling The MeetingTECHNIQUES 7. KEEP THE DISCUSSIONS ON TRACK Why?? Purpose

53. Handling The MeetingTECHNIQUES 8. WORK ON CONSENSUS VS VOTING Majority & Minority Voting should be avoided Consensus – emphasizes the whole group

54. Handling The MeetingTECHNIQUES PLAN FUTURE ACTION Discussion - Results in – Proposed Solution Follow – up – Tasks Assigned Results of the Meeting

55. RECAP- HANDLING THE MEETING This is the heart of the meeting Open and Friendly environment Leader Maintains control Encourage Participation Questioning Techniques Solutions – Actions – Next Steps

56. CONCLUDING THE MEETING

57. CONCLUDING THE MEETING Some Note of Positive Accomplishment Participants shouldn`t feel – Time Wasted

58. CONCLUDING THE MEETING 6- Step Closing Sequence: Indicate time to conclude Review the problem briefly Summarize the progress made Emphasize agreements Inform of developments Thank the group

59. EVALUATING A MEETING

60. EVALUATING THE MEETING EvALUATION is nothing but Feedback

61. EVALUATING THE MEETING FEEDBACK: Yourself An Observer Participants Written Evaluation

62. Q & A

63. EXERCISE GOAL: To Practice Leadership techniques for a problem-solving meeting MATERIAL : Participant`s Notebook – Pg. 12

64. What have we covered Meeting Planning Opening A Meeting Handling A Meeting Concluding A Meeting Evaluating A Meeting