Effective Meeting is a topic of Inter Personal Skills. This presentation is covered all aspects of effective meeting.
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Effective meeting
3. Effective Meeting
Subject:
Inter Personal Skill
Presented to:
Prof. Bushra Siddiqi
Presented By:
Zil ul Hassan
Bc11-274
Fiaz Ahmad
Bc11-285
Saad bin Khalid
Bc11-297
Muhammad Saleem
Bc11-256
Salman Haidery Bc11-290
Faisal Saddique Bc11-292
7. Introduction:
Meeting
process has impact on outcome.
Managing meeting is a set of skill.
There’re many types of meeting.
An expensive activity.
Tend to be often overlooked.
All meeting basic are the same.
8. General
Types of Meeting:
Information Sharing
Share gather information and reports status.
Information Dissemination
To share critical information
Problem Solving & Decision making
Solve problem and make decision
Symbolic/ Social
To celebrate special event or share
reorganization for a job well done.
9. Types of Meeting
Virtual
Types:
Video Conference
Chat Groups
Conference Phone Calls
Meeting via E-mail
Project intranets and extranets
10. FOLLOWING ARE SOME STRATEGIES FOR
EFFECTIVE MEETING:
Clear purpose
Clarify agenda
Pre-meeting preparation
Ground rules and regulations
Punctuality
Good leadership
Teamwork
Communicate important information to all members
11. CLEAR PURPOSE
An effective meeting is always a purposeful one
Be aware of the exact reason behind meeting
Purpose must be sensible
Purpose must be adequate for a meeting
Caution:
Without a clear purpose, the meeting might result useless
and ineffective.
12. CLARIFY AGENDA
Crafting an agenda is essential
Provides a framework for the meeting
Helps to lead the meeting is required direction
Also gives effective outcomes
13. PRE-MEETING PREPERATION
Notify members if they need to make preparations
before meeting.
Get prepared about what to say and discuss
Get prepared for any sort of dress code (if required)
Prepare yourself mentally for the meeting as well
Get all your preparations checked in the end
14. GROUND RULED AND REGULATIONS
Some basic rules must be decided before meeting.
For example:
Who should speak when and for how much time
Whether to argue or not and to what extent
What things would be allowed and restricted
15. PUNCTUALITY
All members must come on time
Meeting must start on exact time
It must end on the time given. (it may end before time
but not late!)
tasks that are going to be done during meeting must
take place on time
16. GOOD LEADERSHIP
Good leader leads the meeting in the mandatory path
Keeps all the members on the track
Maintains coordination among participants
Helps the participants
Drives the meeting towards effective conclusion
17. Meeting Strategies
Four P’s of Effective Meeting
Purpose
It must be held
Decide the purpose or outcome
Participants
Appropriate size and composition
Balance of task and process oriented members
18. Plan
Make logistical arrangement
Prepare and circulate an agenda
Consult with members before meeting
Decide on decision making process
Process
Begin with the review of past progress and clarify the
purpose of meeting
Establish ground rules
Use visual and denote progress and idea
Summarize meeting accomplishments and review
assignments
21. Solution of Meeting Problem
Clarify
Agenda
Inform all member about agenda
Written copy of agenda to all member
Be
prepared
Always be prepared about meeting, agenda
Focusing
Listen carefully, understand what people are saying
22. Helpful Meeting Hints
Cost per minute of meeting
Announce the adjournment time right when meeting
start
Set rule for Debate
Have a meeting standing up
Schedule all internal meetings for 30 minutes or
less, unless a key decision must be made.
23. Helpful Meeting Hints
Start and end the meeting on time
Complete meeting summary and send it out same
day
Have fun