How to manage meeting effectively

1. MANAGING
MEETINGS
TOYOTA
PUERTO PRINCESA
2016

2. YOUR MEETING EXPERIENCES
1. What types of meeting do you usually conduct?
2. What is effective about your meetings?
3. What is ineffective about your meeting?
4. What are the causes of the ineffectiveness?
5. What is the one thing you gain from this program?
MANAGING MEETINGS

3. Managing Meetings as a subject matter may
seem trivial, but …
Manage Meeting
Manage Resources
LEADERSHIP
MANAGING MEETINGS

4. How to LEAD meetings.
Focus Topic
MANAGING MEETINGS

5.  What is a meeting?
At least 2 people, interacting / discussing
 Who are the characters?
Facilitator, attendees, time keeper, minute-taker
MANAGING MEETINGS

6. Poorly managed meetings leads to..
MANAGING MEETINGS
Wasted Time
Frustrations
Dread of attending
meetings
Therefore meetings SHOULD BE
Productive!

7.  To give Team Members an opportunity to learn how to
plan and lead productive meetings
TASK
MANAGING MEETINGS
Program Overview

8. Participants will have the following opportunities:
 To learn how to plan and conduct meetings to maximize participation
and achieve desired outcomes;
 To increase understanding of the differences between task and
interpersonal issues in a group;
 To build confidence in the use of effective meeting leadership
practices.
DESIRED OUTCOME
MANAGING MEETINGS
Program Overview

9. The TASK is the purpose of the meeting or the reason why the
meeting is being held.
The DESIRED OUTCOME is the product or what it is that people
will take away from the meeting.
Difference between Task and Desired Outcome
MANAGING MEETINGS

10. TASK
and
DESIRED OUTCOME
EXERCISE:
MANAGING MEETINGS

11.  Belonging
 Resource for new ideas
 Learning from each other
 Building relationships by working
together
 Direction / Closer understanding
BENEFITS OF MEETING
MANAGING MEETINGS
 Ability to identify with outcomes
 Commitment to action
 Sense of mutual accomplishment
 Fun

12. Man Hours
COST OF MEETING
MANAGING MEETINGS
Materials
Effort
Food Opportunity

13. CONTENT and PROCESS
Content refers to what is talked about at the meeting, the agenda topics,
information, opinions, decisions, action, plans, and the task of the meeting
Process refers to how the meeting proceeds, how the group works together to
accomplish the task and to build and maintain cohesiveness.
MANAGING MEETINGS

14. 1. Planning is all of the things that must be done to prepare
for the meeting.
2. Starting refers to how you set the tone and create the
climate for the meeting.
3. Focusing means keeping the meeting on track.
5 KEYS TO LEADING A MEETING
MANAGING MEETINGS

15. 4. Facilitating refers to the many things a leader can do to involve
participants, be supportive, resolve conflict, and manage
differences.
5. Concluding is the way in which the leader ends the meeting to
assure that participants feel satisfied with the outcome and that
follow-up action will be carried out
5 KEYS TO LEADING A MEETING
MANAGING MEETINGS

16. 1. Clarify the task of the meeting.
2. Define the desired outcome.
3. Design the sequence of meeting activities.
4. Determine who should attend, roles, and ground rules.
5. Decide when to meet, when to end.
6. Determine logistics, equipment, and administrative matters and notify
participants.
7. Complete the agenda.
8. Communicate the agenda to participants.
9. Set up the meeting room.
9 Steps to Planning a Meeting
MANAGING MEETINGS

17. Checkpoints in Planning a Meeting
MANAGING MEETINGS

18. 1. Task statements.
2. Desired outcomes.
3. Agenda
4. Ground rules.
5. Roles
Starting a meeting..
MANAGING MEETINGS

19. Minutes are…
MANAGING MEETINGS
Permanent record of discussions
and progress
 Record of next action and PIC
Official record of proceedings of a meeting

20. Minute taker
MANAGING MEETINGS

21. Taking Meeting Minutes: A Vital Skill
MANAGING MEETINGS
BEFORE THE MEETING DURING THE MEETING AFTER THE MEETING
• Choose your tool:
pen/paper, laptop, recorder
• Use the meeting agenda as
an outline
• Pass the attendance sheet or
take note of the attendees
• Note the time the meeting
starts / ends
• Don’t write all comments,
only main ideas
• Type the minutes as soon as
possible while still fresh in
mind
• Proofread the minutes
before submitting
• Get approval of other
attendees, if appropriate

22. Key Point for Focusing
MANAGING MEETINGS
FOCUSING ON THE TASK
1. Lead the meeting through the agenda. Take charge. It is your
meeting.
2. Introduce each agenda item. Cover time and desired results.
3. Keep the discussion on track by referring to the following
structures:
A. Task
B. Desired Outcome
C. Agenda Items
D. Ground Rules
E. Roles
F. Time Limits

23. Key Point for Focusing
MANAGING MEETINGS
4. To focus attention, use a chart pad or easel or
other visual aids.
5. Maintain a bin list of important items not
relevant to the present discussion.
6. At the end of each agenda item, briefly:
 Summarize what was accomplished/decided
 Identify unfinished business and what to do
 Check for clarity of agreement

24. Key Point for Focusing
MANAGING MEETINGS
A meeting leader must:
1. Facilitate participant involvement
2. Deal with conflicts
3. Manage differences
4. Make sure that everyone is heard
5. Keep communications open; and
6. Carry out many other tasks that will help participants to feel as if they
can make a contribution to the meeting and that the meeting was
worthwhile.

25. Dealing with difficult meeting attendees
MANAGING MEETINGS
1. The Heckler
 Probably insecure, gets satisfaction by needling, aggressive and argumentative
What to do:
 Never get upset
 Find merit, express agreement, move on
 Wait for the misstatement of fact and then throw it out to
the group for correction

26. Dealing with difficult meeting attendees
MANAGING MEETINGS
2. The Talker / Know All
 An “eager beaver” / chatterbox
 A show-off
 Well-informed and anxious to show it
What to do:
 Wait until he/she takes a breath, thank, refocus and move on
 Slow him/her down with a tough question
 jump in and ask for group comment

27. Dealing with difficult meeting attendees
MANAGING MEETINGS
Long-windedness has bad effects:
 monopolized meeting time
 turn-off meeting participants
TIPS:
1. Non-verbal STOP sign
2. Non-verbal “A-HA” sign
3. Stronger Stance (“Kiss-Kick-Kiss” method)

28. Dealing with difficult meeting attendees
MANAGING MEETINGS
3. The Whisperers
 Don’t understand what’s going on – clarifying or translating
 Bored, mischievous or hypercritical
What to do:
 Stop talking, wait for them to look up and “non-verbally” ask for
their permission to continue.

29. Dealing with difficult meeting attendees
MANAGING MEETINGS
4. The Silent One
 Timid, insecure, shy
 Bored, indifferent
What to do:
 Timid? Ask easy questions; boost his/her ego in discussing answer
 Bored? Ask tough questions; use as helper in exercises

30. Communication Tips
MANAGING MEETINGS
Research has show that when someone gives a spoken message,
the listener’s understanding and judgment of that message came
from:
7% WORDS
38% VOICE
55% BODY LANGUAGE

31. Concluding a Meeting
MANAGING MEETINGS
1. Summarize what has been accomplished.
2. Compared the accomplishments with the desired
outcomes.
3. Identify unfinished business and suggest ways to address
these issues.
4. Complete the action plan: who will do, what and when
5. Ask for feedback

32. Q and A
MANAGING MEETINGS

33. THANK YOU LEADERS!
MANAGING MEETINGS

34. QUIZ
MANAGING MEETINGS

35. ANSWER BOX
MANAGING MEETINGS
minutes content heckler
task desired outcome starting
talker planning process
silent one focusing whisperer
concluding facilitating meeting
rambler eater