effectivemeetingmanagement-160728035202.pptx

Business English

1. MANAGING MEETINGS Business English

2. YOUR MEETING EXPERIENCES what is the difference between a poorly managed meeting and well managed meeting? 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 POOR LEADERSHIP! Therefore meetings SHOULD BE Productive!

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

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

9. Write a number (1–8) to put the steps in the correct order. Go through the points of the agenda. Start the meeting. Prepare the agenda and consider who needs to be invited to the meeting. Send out the agenda to the participants. End the meeting. Redirect participants when they go off-topic and summarise each point. Follow up on ‘parked’ topics and issues. Send out the minutes of the meeting. 8 Steps to Planning a Meeting MANAGING MEETINGS

10. 1. Prepare the agenda and consider who needs to be invited to the meeting. 2. Send out the agenda to the participants. 3. Start the meeting. 4. Go through the points of the agenda. 5. Redirect participants when they go off-topic and summarise each point. 6. End the meeting. 7. Send out the minutes of the meeting. 8. Follow up on ‘parked’ topics and issues. 8 Steps to Planning a Meeting MANAGING MEETINGS

11. Key Point for Focusing MANAGING MEETINGS A meeting leader must: Facilitate participant involvement Deal with conflicts Manage differences Make sure that everyone is heard Keep communications open; and 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.

12. Dealing with difficult meeting attendees MANAGING MEETINGS 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

13. Dealing with difficult meeting attendees MANAGING MEETINGS 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

14. Dealing with difficult meeting attendees MANAGING MEETINGS 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.

15. 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

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