...Effective Meetings Presented by Dr Shilpee A Dasgupta What is an effective meeting • An effective meeting is a meeting that serves certain desired purposes in an optimal way • Effective meetings are among the core tools for making things happen in any organisation Why meetings are important • To inform • To consult • To take a decision Meeting goals and purpose • Identifying problems and solve them • Brainstorming ideas to gather information • Organising and decision making • Completing and planning for implementation Effective Meeting Tips • Don’t Meet Avoid a meeting if the same information could be covered in a memo, email or brief report • Set Objectives for the Meeting Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be • Provide an Agenda Beforehand Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting Effective Meeting Tips • Assign Meeting Preparation Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member • Assign Action Items Don’t finish any discussion in the meeting without deciding how to act on it • Examine Your Meeting Process Don’t leave the meeting without assessing what took place and making a plan to improve the next...
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...Open and creative meetings where all members work together towards a common goal | Incorporate a timeline to firmly follow deadlines and avoid procrastination. | Create a product that is new-to-the-world that focuses around sustainable and green practices. | Individual Objectives: Gain experience to relate to future opportunities in the real world. | To earn a good grade that reflects our time and effort. | Gain experience working in a long-term team environment. | To be well prepared and professional before and during all meetings. | Team Norms / Expected Behavior The desired behavior of our team would be for all members to be in communication with each other while showing up on time to all meetings with individual work completed. We also desire for members to bring new ideas to meetings with an open sharing experience. The acceptable behavior would be to make an honest attempt to show to all meetings with visible effort in project completion. It is also expected for all members to spend an equal amount of time and effort on the project consistently through the semester. It would be unacceptable for members to show up to meetings without completed work or to fail to communicate if a member will miss a meeting. It is also unacceptable to treat other members with disrespect or to be disruptive during meetings. The desired behavior of our team would be for all members to be in communication with each other while showing up on time to all meetings with individual...
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...Name Communication Plan Overview The purpose of a Communications Plan is to document the key elements of a communications strategy, including: * Frequency (Schedule) * Method of Delivery * Recipients * Format * Owner Effective communication can be: * Formal or Informal * Verbal or Written * Periodic or As Needed Elements to Include in the Communication Plan The format of a Communication plan can vary, but they should include the following types of information: VERBAL COMMUNICATION | WHAT | WHEN | WHERE | OWNER | ATTENDEES | Type of Meeting | FrequencyDayTime | Meeting Location | Meeting Owner | Project Team Members (it is good to identify them by role or title if possible) | WRITTEN COMMUNICATION | WHAT | WHEN | METHOD OF DELIVERY | SENDER | RECEIVER | Type of Communication | FrequencyDay (if applicable) | Electronic?Paper? | Person or Group responsible for sending | Person or Group who receives the information | Example Of A Communication Plan: This document outlines the plan of communication for the XYZ Project Team. WHAT | WHEN | WHERE | OWNER | ATTENDEES | Status Meeting | Every 2 weeksMonday10-noon | 28G1 | Project Manager | Project Team | Called Meetings | As Needed | TBD | Person who calls & leads meeting | To Be Determined | WRITTEN COMMUNICATION | WHAT | DUE WHEN | METHOD OF DELIVERY | SENDER | RECEIVER | Meeting Minutes | 2 days after the meeting | EMAIL | Note Taker...
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...Chapter Thirteen Meetings, Conventions/Exhibitions, and Event Management Key Teaching Elements/Chapter Outline Historical Review Page Object. |People have gathered for meetings for hundreds of years. Meeting purposes have been and are very |446 | | |diverse. | | | |Associations go back many centuries; they originated in the United States at the beginning of the 18th |446 | | |century. Associations spend about $53.5 billion holding meetings and conventions that attract 22.6 | | | |million attendees (approximately). | | | |The hospitality and tourism industry consists of a number of associations. (These are listed on page |446 |1 | |446 in the student text.) Associations offer the following benefits for members: government/political | | | |voice, marketing avenues, member services, and networking. | | | Types of Meetings |Meetings are conferences, workshops, seminars, or other events designed to bring people together in |447 |2, 3 | |order to exchange information. There are various forms that meetings can take – Clinic...
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...Communication Plan Huntsville Production Plant Seitz Corporation PM586 Project Management Systems October, 2010 Week 5 VERBAL COMMUNICATION | WHAT | WHEN | WHERE | OWNER | ATTENDEES | Project Kickoff Meeting | Per project schedule | Building CC203Teleconference1-777-472-0493Code: 55555 | Project Manager | Project TeamKey Project Board Members | Project Status Meetings | 2nd and 4th Thursdays of the month1:00 – 2:30PM | Building CC203Teleconference1-777-472-0493Code: 55555 | Project Manager | Project Team | Technical/Production Review Meetings * Pre-production plan * Production plan * Pre-production run review * Performance startup | Per project schedule | TBD | Project Manager | Project TeamFunctional Area Manager | Building Design Review | Per project schedule | TBD | Facility SpecialistArchitect | Project TeamProject Board Members | Progress Review Meetings | Quarterly4th business day of quarterTime TBD | Building AA209(Net Meeting as necessary) | Project Manager | Project Board MembersAdd’l Team Members, as needed | Problem-Solving Meetings | As needed | TBD | Person who calls and leads the meeting | TBD | Immediate Action Required | As needed(via phone and/or IM) | n/a | Person requiring action | TBD | WRITTEN COMMUNICATION | WHAT | DUE WHEN | METHOD OF DELIVERY | SENDER | RECEIVER | Meeting Agendas | 3 business days prior to meeting | EMAIL | Owner of the Meeting or facilitator...
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...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. Staff 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...
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...Communication Plan Jessica Pipito MGT/311 September 3, 2014 Kay Sears Communication Plan Riordan Manufacturing’s mission statement is divided into four sections: remaining the industries leader in polymer materials, maintaining long-term customer relationships, maintaining an innovative and team oriented working environment, and the ability of sustained growth. In order for the company to be able to live up to their mission statement they need implement a new customer management system. In order to do this a new communication plan must be created and executed. Communication Plan Outline Communication Strategies | Facilitators/ Participants | Occurrence | Action Suggested/ Required | Barriers to this Communication Plan | Conduct Face to Face meetings – small groups | Facility Champion (s)All Staff | * Initially – every other week * Later – monthly | * Schedule regularly occurring meetings * Distribute meeting dates/times/locations * Reserve Room * Develop Agenda * Facilitate Attendance * Share information/lessons learned/best practices pertinent to unit/area | * Lack of engagement in the project * Lack of attendance * Staff unable to attend due to workload * Room availability * | Schedule Group Meetings of peer leaders | Facility AdministrationPeer Leaders | * Initially – every other week * Later – monthly | * Schedule tour of duty to coincide with meetings * Ensure coverage during meeting time * Notify FC if meeting will be...
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...Start draft Tuesday, 4/1 Due: Completed Draft of the Body (650 to 750 words) In class: Revise Problem Statement to be a first paragraph Compose summary of the issue/partition Thursday, 4/3 In class: Devise a strategy/draft an opening Outline your argument Friday, 4/4 11:59 pm Due: “Argue a Position” Don’t compose the end of your Paper. Upload as a google doc; invite assigned classmates. Week of 4/7 to 4/11 Mandatory Meetings Tuesday, 4/8 In class: Editorial Meeting (Complete Peer Review letters) Due: Body of “Propose a solution” Thursday, 4/10 In Class: Revise Body/opening Review Document Plan Two Due: Revised presentation Friday 4/11 11:59 pm Due “Propose a Solution” Don’t compose the end of your Paper. Upload as a google doc; invite assigned Week of 4/22 to 4/26 Mandatory Meetings with Robert Tuesday, 4/22 Due: Document Plan Two In class: Site Build: Reporting Information Thursday, 4/24 Due: Editorial Meeting (Complete Peer Review Letters) In class: Site build: Reporting Information Tuesday, 4/29 In class: Revision Workshop; bring essay to revise Present: Your Webcase Thursday 5/1 In class: Revision Workshop; bring essay to revise Present: Your Webcase Tuesday 5/6 In class: Open Present: Your webcase: Thursday 5/8 Last Day (Mandatory: Failure to attend will affect your grade Thursday 5/15 Complete Webcase Due. Send link to introsummer@gmail...
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...During this stage the team may be separated by the forming of cliques, high emotions, and competition for status position within the group. In this case a clique, or at least a perception by Mike of a clique, has formed. This has left Mike feeling excluded and unimportant to the group. If Christine had a better understanding of group development she would have known that during this stage emotions run high, and group members can quickly loose desire to work with the group if it is not properly managed. The primary problem within the group is fairly obvious, Mike’s perception of exclusion from the group. During this stage Mike’s desire to perform was drastically swayed by his perception of exclusion. When he feels that the team is meeting without him, it leaves him with a feeling that his role within the group is unimportant. This in turn affects Mike’s performance in a very negative manor. If Christine had noticed this, at this stage of development, she could have easily made the effort to bring Mike back into the group, defining his importance to himself and the group. If this had happened, the entire group would have entered the “Norming” stage with well-defined goals, expectations, and a drive to perform with the group. The second problem within this case study is Mike’s unaddressed feeling of dissatisfaction....
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...1.1 Describe the features of different types of meetings At Berkley St James we have informal and formal meetings and these take place on a regular basis. Team meetings happen each Friday at 9am and we discuss the targets, the changes that have/are happened/happening. We will also discuss the wills that we have done and the meeting/events that have been booked. The staff meetings that we have allow staff to be kept up to date with any issues or changes and they are held by the office manager. 1.2 Outline the different ways of providing administrative support for meetings The different ways that I provide admin services is booking meetings for the financial advisors, booking travel and accommodation, filing reports and client records, entering...
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...Journal for Week 4 I would first call a meeting with my immediate staff to introduce myself. I would like to provide breakfast because it would be a meeting that starts around 10 am. It will also help break the ice a little. On my agenda, tell them about me, my education, experience, family and what I enjoy doing for fun. Let them know that will be some changes but I would like to learn from them. I would open for question to address any immediate issue and what could possibly be done to overcome them. I would take certain steps to understand what the culture is within my group. It is important to have one on one monthly meeting to get to know my staff. It is important that they feel that I have an open door policy and they feel comfortable with. I would like to take these steps to help earn their trust in my as a leader of their team. The most important is to get the mission of the department completed with a fun and hard worker group of people. I would like for them to enjoy coming to work and enjoy what they are doing. It is important to also set up goals for each employee and find out what how I and the team can help with that. The steps with my peers would to also introduce myself at a staff meeting, tell them little about me, my education, background and what I would like to accomplish. I think once you have a clear mission then you can start to implement your plan. It is important to get guidance and knowledge from my colleagues who have been in and know...
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...feedback on the work I was (trying) to do. Here are a few simple steps that I would suggest to follow based on my own past experiences. State the issue. Tell your manager that you see how hard he/she works, and that you would like to make their lives easier by doing well at your work. Tell her you have an idea that might work for both of you. A little investment each week can be a big investment in the future. Once you have told your manager the issue, set up a plan that works for both of you. Set up weekly meetings. Ask your manager if you can set up a regular time each week to meet to go over progress on your work, talk about new issues that might have come up, and get input on questions you’ve encountered. Thirty minutes is ideal, but if all you can get is 15 minutes take it. If the manager is unwilling to doing it weekly, suggesting doing it every two weeks. Try to make the meetings casual and friendly—maybe even go out for lunch or take a walk. Make sure it happens. Be accountable for your plan; make the meetings your responsibility. If one gets canceled because of something more important—and it will happen, trust me—reach out and reschedule...
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...“Multi-Tasker”, and the “Rambler” are both a frustration and a distraction to the project team. They can demoralize the team by expressing negative opinions; derail productive discussions by preventing other team members from contributing their own ideas, and cause meetings to go off track and reduce efficiency. These team members all have a negative effect on the group dynamic. If Nancy does not address these issues, these people may undermine the success of the project and diminish Nancy’s authority as the project manager. Going forward, Nancy should take a pro-active approach to managing her team. Strategies that she can use for individual personality types include: For the Dominator: * Adopt a nominal group discussion technique. In this discussion model each member is asked to respond in writing to a question about the project. Nancy then opens the discussion by asking each participant to share one - and just one - of their comments/suggestions in turn. Nancy will record the ideas on a flip chart for group discussion once all ideas have been brought forward. The discussion continues around the table multiple times until there are no more new ideas or comments to contribute. * Wrap up the meeting with a “round robin” discussion inviting everyone’s feedback on the discussion, progress made and next steps to be taken. * Meet one on one with the “Dominator” and discuss the problem. Using the observation-feeling-need-request conversation model, Nancy can address...
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...and outputs associated with Starwood’s new meeting planning process? The key inputs associated with Starwood’s new meeting planning process are “Starwood Meeting Concierge”, hotel managers, and staff. These key employees are responsible for hotel planning, meetings, and reservations requirements for the hotel and meeting room. The output of Starwood meeting planning is to provide a well-planned and successful meeting to meet the customer’s needs or expectations. 1. How does the meeting planning process at Starwood interact with the following core processes in their hotels? a. Customer relationship (internal and external) The main goal is that through great experiences more meeting planners will hold their events at Starwood. Starwood Preferred Planner is designed to create customer loyalty. Meeting planners can earn hotel points, charitable contributions, or airline miles. Starwood being consistent with the process of meeting planning helps the planner carry out business. b. New service or product development In order to determine if the plan or action is working it must be measured. Starwood has implemented surveying. This has become an important tool for Starwood Preferred Planners. The planners are encouraged to give honest feedback because the info will be used to improve or develop new service or product. c. Order fulfillment Starwood Preferred Planner has all the components to deliver a successful meeting. The Nextel radio gives the planner immediate...
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...University of Phoenix Communication Plan 1. Select the most appropriate channels to communicate the change to the employees, and explain why you selected these channels. Communication Channels | Rationale to your selection | Initial Meeting | -Allow everyone introduce themselves -Build some trust and rapport-Networking-Will be face-to-face-Will be a onetime meeting | Project Meeting | -Meeting will be weekly-Face-to-Face or Conference Call-Review the status with the team | Project solutions Meeting | -Meeting will occur as needed-Discuss project barriers and solutions-Develop and implement of new programs or projects-Will be face-to-face | Monthly Status Meeting | -Will be face-to-face or conference call-Report the status to upper management-Well occur monthly | Monthly Reports Meeting | -Channel will be thru email, fax, or memos-Will go over reports such as; cost, issues, and progress | 2. Identify the potential barriers to effective communication and strategies for overcoming the barriers. Potential Communication Barriers | Strategies to Overcoming Barriers | Information Overload | -Listed above are a lot of meetings and employees will get overwhelmed with information that is important? - A solution for this is to have an employee take notes for each department and send them in an email for referencing. | Communication Apprehension | -Some employees may not be comfortable in a face-to-face or with written information. -A solution for...
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