Handling Effective Meetings for Supervisors.ppt

Editor's Notes

• #1: This topic came about because almost every time we engage ourselves with a lot of meetings. In fact, as we move up the hierarchy , we attend and conduct more meetings. In the same manner that as we increase our sales target, we also increase the number of coordination meetings for a lot of activities, projects, etc. If you add up the total time spent for meetings, you’ll be surprised that it’s eating up our day to day schedule. Hence, the more reason for us to make this meetings productive. This morning, we will try to learn or review some tips on how to effectively handle your own meetings. Hopefully after this mini lecturette, you will be able to apply this knowledge on your next meeting.
• #3: Start by asking the audience the ff. questions: What are meetings? (definition of meetings ) . Three important components: people or participants, content or agenda and process or discussion. -Meetings are a powerful medium for pooling individual talent and creating a product greater than the sum of its whole. It is one of the most powerful tool available to the management- hence should be managed effectively. If not, will result to waste of time and money and may result to more serious problems. Why? Confusion or Ignorance
• #4: We can classify meeting into two types: 1. Read types and definition. Ask audience for examples.
• #5: Ask the MedReps: Why do you conduct meetings? Responses from the audience may vary which may include the ff.: Better Ideas - two heads are better than one (e.g. strategies ) To solve problems together - concerning operations, activities, etc. ( e.g. conflicts, etc. ) To inform - disseminate info, status, policies, procedures,etc. (e.g. sales figures, memos, etc. ) To feedback - follow-ups ( e.g. requests ) To build team - motivate, build harmonious relationships ( chance to interact with team mates ); everybody leaving a meeting should feel motivated, not depressed and looking forward to the next meeting.
• #6: Knowing all of these, what should we do then to assure that we will be able to conduct a highly effective meeting. Let’s go step-by-step. DEVELOP the AGENDA- define AGENDA. Must satisfy the 3 questions: Purpose- main reason why we meet. When it s not necessary to hold a meeting, it is necessary to not hold a meeting. Goal- outcomes toward which the meeting will be directed. Measure whether the meeting has succeeded or not. e.g. Purpose: To discuss what to do with franchise budget. GOAL: to decide the best activity among the numerous suggestions. b. flow of discussion. E.G. based on difficulty (hard to easy), TIME (long to short), Importance or Priority, etc. c. Persons that should be invited to attend and their roles. 2. TIME and VENUE – convenient and comfortable to all
• #7: Be punctual – delay, without valid reason, shows disrespect to those on time. Show that you expect punctuality to be observed. If cannot be avoided, How long should team wait? If very essential (e.g. CEO )-wise to wait a little longer. If person needed for the agenda, discuss another one. If not, go ahead with the meeting. 2. Warm up the team- never forget social side of the meeting. Purpose- to put participants at ease and comfortable and sets the tone of the meeting. 3. Establish ground rules- agreement about the behaviors or code of conduct to promote respect, collaboration & efficiency. Should be set and agreed by the entire team. 4. Assign roles- minute taker, time keeper, etc.. Idea is to develop sense of community-that each share responsibilities; develop team’s leadership, collaborative & initiative skills and efficiency; make life easier for you.
• #8: Follow the Agenda-serve as map. Must follow or will get lost. Be ready to handle: TANGENTS- things that would delay or digress from the path. To handle: AM’s judgment call. If more important issues arise OK but must know when and how to return to original agenda. DELAYS- it’s wise to put some items off if it takes long than plan esp. if participants have appointments. If group is working effectively & have the desire and energy to go on, by all means continue meeting. 2. Set and Maintain an Appropriate Pace- one key characteristic of a successful meeting is productivity or progress. Common complaints are getting bored and getting confused. HOW TO ADDRESS: structure the agenda so that meetings begins with a few quick items. Alternate long and short items. Be aware of the participants body language. 3. Conduct discussion- most demanding of the facilitator’s responsibilities. To conduct a discussion properly, here are some tips ( next slide ).
• #9: Stick to the agenda - avoid deviation from the agenda. Control discussion - don’t allow any single member to monopolize the discussion; seek contributions from everyone Listen to understand, speak to be understood - be very clear, apply emphatic listening Monitor non-verbal communication - it tells you how they’re feeling about the group’s progress. Watch out for expressions that say, ‘I’ve got something to say”, “ I like the idea”, “I’m bored” Seek clarification and elaboration - don’t allow confusion and misunderstanding to gain momentum. Help people to be understood, if you have to. Paraphrase ( so, what you are saying is that )
• #10: Get a Decision- this is the purpose of discussion. How to make a decision: Managerial- you make the call Vote by majority- count the votes Consensus- decision is acceptable to all participants Delegation- selected members to make the decision Provide interim summaries - during lengthy discussions, summarize the group’s progress to that point. Control conflict and hostility - make sure members disagree agreeably. Challenge and debate are healthy - hostility is not. Approach conflict squarely and honestly. Create a conducive climate for an open and honest communication - model the behavior you expect to see in the group. Conclude and summarize accomplishments; set the next step -make certain that everyone agrees on what was decided and on who has what responsibility for follow-up.
• #11: End on Time- even if it started late. It shows respect to participants and help avoid meetings on a frustrating or disappointing note. Ending late is a symptom of poor management also. 2. Summarize Main Points- to avoid confusion and to emphasize points, assignments & deadlines. Summary should relate to the purpose and objective of meeting. 3. Sketch agenda for Next Meeting- allows each team member to prepare- better interaction. Announce also time and venue if possible. 4. Express Appreciation- Thank everyone especially those who have contributed to the meeting. Be lavish on your praises to motivate them to perform excellently always. 5. Evaluate the meeting- Did we achieve our goals?
• #12: Write & Distribute Minutes- minutes can more capture the essence of a meeting and show what the participants have accomplished and will accomplish if they focus on action. Action minutes are basically lists, rather than narratives- easy to read and understand. What should a good minute of the meeting contain! ( Next Slide )
• #13: Minutes of the Meeting should Contain (Read Slide)
• #14: 2. Communicate, Communicate, Communicate- make follow ups. Keep all stakeholders informed of the progress on the action plan. Can be done through one-on-one talk, memos, emails, etc.
• #15: No matter how we want to make our meetings as perfect as possible, problems will and will arise. Common problems or complaints encountered are the following: Punctuality What should we do about it?
• #16: Time is one important element when conducting meetings. Meetings are delayed and wasted because participants arrive late. So, how do we get people go to meetings on time? Schedule meetings to begin at odd times - a meeting scheduled at 8:15 to 8:45 am. will get attention and may encourage more effort to get there on time, especially if previous meetings had been scheduled for a full hour. Start on time no matter who’s missing - if you don’t, you reinforce tardiness. Close the door when the meeting begins - This will draw greater attention to latecomers. Put most important agenda item first - If they are last, members won’t see a need to arrive on time.
• #17: Items of particular interest to potential latecomers should be at the top of the agenda - the trick is to get them to be prompt because it’s in their own self-interest, rather than because you want them to. Look to other group members to apply peer pressure - throw the problem out to the group. Schedule a problem-solving agenda item regarding the improvement of punctuality. Speak privately to latecomers - tell them of their importance to group process. If you are their superior, you may wish to warn them of the consequences of not improving.
• #18: Second is: BORING EXERCISE
• #19: After ensuring prompt attendance, ow do you ensure a lively discussion? Hold morning meetings - Avoid meeting after lunch or at around 3pm when most people experience a significant drop in their blood sugar level. “Slump Period” Serve light snacks/lunch if extended in the afternoon Keep rooms cool and bright Facilitate meeting, don’t dominate -
• #20: Arrange seating for a maximum member-to-member eye contact- Best set up is square, round or U-Shape. Rectangular table- tends to focus attention toward one end. Have just the right amount of chairs - empty chairs create psychological gaps in the group. Give responsibilities to other members - allow them to host alternate meetings, take charge of sub-committees, etc. BRIDGING: During meetings, misunderstanding arises especially when negative comments are given and emotion starts to rule over objectivity.
• #21: THIRD, conflicts between participants may arise- usually to perceived disrespect and having different opinions
• #22: Ways to encourage constructive comments: As a group leader, make expectations for a constructive giving of feedback - you may even want to publish a set of guidelines or house rules. Establish rules limiting destructive behavior and enforce them Model constructiveness in your handling of meetings - maintain a positive approach; don’t be overly critical. Reward constructive behavior - praise them in public
• #23: Confront conflict squarely - Don’t tolerate bickering. Insist upon mutual respect - group members don’t have to like each other but they do have to treat each other respectfully. You may have to counsel violators before or after meetings, as well as during them. When engaged in problem-solving, encourage members to build on each other’s ideas - this is the essence of creative problem solving. Don’t permit a series of dissociated statements. The norm in ineffective groups is to say whatever you want, whenever you want, without regard to previous comments BRIDGING: I’m down to my last few slides. Of course, another important thing to remember when handling meetings is the aftermath - how to follow through the commitments or action steps. It has to be ensured that what has been agreed upon is done.
• #24: LASLTLY, (Read no. 4 ). Confusion in the sense that the team member was not clear on what the group expects from him or don’t know how to go about it. Inaction in the sense that the assigned task is not acted upon or not done within the deadline agreed.
• #25: When action is not forthcoming, call to ask if you can help - this is far more effective than calling to say it is overdue. The offer to be helped is likely to be turned down, while energizing the other person. In the minutes, place status report for all actions agreed at the previous meeting - discuss their progress at the meeting. CLOSING We hope that by reviewing these tips you may be able to apply them in you next meeting, may it be with your team mates, counterparts,. ZPC salesmen, Tech. Ass., POP coordinating MDs or nurse, or doctors.
• #26: As a reminder, Meetings must be used for the correct purpose and in the proper way, if it is to achieve the desired result. HAPPY EFFECTIVE MEETING TO EVERYONE. THANK YOU!