People - Top Tips - Effective meeting management

Effective meeting management

This document is designed as a quick reference guide to Effective Meeting Management.

This will enable you to gain knowledge of a particular skill, task or process in the workplace. This means you can quickly find the key information that you need and refer to it on an ongoing basis whenever you need to refresh your knowledge.

People - Top Tips - Effective meeting management

What you need to know

What you need to know….

How much time do we spend on planning and reviewing meetings? The answer is either too much or too little! Historically organisations have meetings because it has turned habitual. We rarely take a moment to think about the purpose of the meeting or ask ourselves ‘what do we want to achieve from this meeting?’

Planning the meeting

     Determine objectives and agenda and communicate this to attendees in advance of the meeting

     Provide attendees with any information they may need in order to complete their preparation before attending and know what they need to bring with them to the meeting

     Plan content and process

     Determine appropriate players

     Define roles and responsibilities

     Pre-position key contributors

     Arrange logistics

 

Do the meeting

     Carry out the agenda

     Ensure all resources contribute

     Bring to closure with next steps, accountabilities, and benefits and concerns

 

Review the meeting

     Debrief immediately

     Publish Benefits, Concerns and Next steps

     Follow-up on next steps

     Incorporate benefits and concerns in next meeting plan

In order to ensure a meeting runs smoothly it may help to bear the following behaviours in mind and adhere to the dos and don’ts:

 

Meeting behaviours Do’s:

     Headline ideas

     Be positive

     Listen actively

     Establish and observe time contracts

     Paraphrase to confirm what you heard

     “Build” on others’ ideas

     Benefits before concerns… always!

     Phrase problems as “how to” or “I wish”

     Help ideas “over the wall”

     Set up win/win situations

     Stay focused

     Stay “in process”

 

Meeting behaviours Don’ts:

     Come with a “hidden agenda”

     Have two meetings going on at once

     Ramble

     Lob “grenades” or launch “missiles”

     Look for the “Fatal Flaw”

     Violate time contracts

The next time a meeting takes place in your workplace, observe whether the

PDR process was followed. Look to see if the meeting ran smoothly as expected.