Planning, Conducting, and Recording Meetings Module Nineteen McGraw-Hill/Irwin Copyright © 2014 by The McGraw-Hill Companies, Inc All rights reserved Learning Objectives LO 19-1 Apply strategies for good meeting plans LO 19-2 Apply strategies for productive meetings LO 19-3 Apply strategies for good meeting decisions LO 19-4 Apply strategies for business networking 19-2 Learning Objectives LO 19-5 Explain techniques for effective meeting participation LO 19-6 Select items for inclusion in meeting minutes LO 19-7 Compose scripts for informal meetings with bosses LO 19-8 Compare and contrast techniques for virtual meetings versus face-to-face ones 19-3 Types of Meetings  Parliamentary  Run under strict rules  Use Robert’s Rules of Order  Staf  Typically are held to announce new policies and products, answer questions, share ideas, and motivate employees 19-4 Types of Meetings  Team  Bring team members together to brainstorm, solve problems, and create  One-on-One  Are perhaps the most common kind of meeting  Highly informal 19-5 What planning should precede a meeting? Meetings can have at least six purposes: To share information To brainstorm ideas To evaluate ideas To make decisions To create a document To motivate members 19-6 What planning should precede a meeting? A good agenda indicates  The time and place of the meeting  Whether each item is presented for information, for discussion, or for a decision  Who is sponsoring or introducing each item  How much time is allotted for each item 19-7 Sample Meeting Agenda 19-8 When I’m in charge, how I keep the meeting on track?  Help participants deal with issues in a timely and thorough manner  Make ground rules explicit  Pay attention to people and the process at hand  If conflict gets out of hand, focus attention on the group process 19-9 What decision-making strategies work well in meetings? 19-10 Networking  In your own organization, reach out to people  Go to lunch with co-workers  Meet at least one additional person a week  Seek out people in your department as well as those beyond it 19-11 Networking  Get to know people outside your organization  Join community organizations  Take a course at a local college  Join a professional society 19-12 Networking 19-13 Dot Planning Allows Groups to Set Priorities Quickly 19-14 How can I be an effective meeting participant?  Prepare for meetings  Speak when you have the chance  Make notes so that you can be succinct 19-15 How can I be an effective meeting participant?  While speaking  Show that you’ve done your homework  Link your comment to that of someone in power  Find an ally ahead of time and agree to acknowledge each other’s contributions at the meeting 19-16 What should go in meeting minutes?  Decisions reached  Action items, where someone needs to implement or follow up on something  Open issues —issues raised but not resolved  Who was present, wording of motions and amendments, and vote results 19-17 How can I use informal meetings with my boss to advance my career?  Plan 90-second scripts that you can use to give your boss a brief report on what you’re doing, ask for something you need, or lay the groundwork for an important issue 19-18 Do virtual meetings require special consideration? Be aware of the limitations of your channel E-mail may seem more brusque Audio meetings lack nonverbal cues Videoconferences only show what the lens picks up  Technology can fail     19-19 ... productive meetings LO 19-3 Apply strategies for good meeting decisions LO 19-4 Apply strategies for business networking 19-2 Learning Objectives LO 19-5 Explain techniques for effective meeting participation