Held in every organization, as per requirements

Include board meetings, training sessions, goal-oriented meetings, etc

Have become increasingly complex over the years!

WHARTON CENTRE FOR APPLIED RESEARCH Published findings in The Wall Street Journal Average CEO spends 17 hours/week in meetings

Senior executives spend avg. 23 hours/week

Middle managers spend 11 hours/ week

Senior and middle managers reported that only 56% of the meetings were productive. They added that a phone call or memo could have replaced 25% of the meetings they attended!

 To move group actions forward Present information Review, evaluate, discuss & decide Social reasons (orientations, goal visioning, communication, motivational, etc)

Types
Hurdles Information sharing Problem solving

 Plan for both- meeting content and meeting process

1. BE SPECIFIC

Objective

Outcome

2. CREATE AN AGENDA

Things to be discussed
Time frame for each item

Prioritize agenda items

Assign realistic amounts of time to each agenda

3. PREPARE IN ADVANCE
Benefit 1

Smooth conduction of meeting

Time wastage elimination Productivity enhancement

Benefit 2

Benefit 3

1. Who should participate? Whose inputs are required? Who is needed to decide? Whose consent is required to move forward? 2. What should be the process? Clarify who will lead the meeting Will the leader also act as facilitator? Decide the appropriate format of meeting as per requirement (participative or directive) 3. Roles in a meeting? Facilitator Recorder Leader Participants Timekeeper (opt.)

4. Pre and post Meeting Communication

Pre Meeting
Agenda Participants Time and Place Preparation of materials List of audio/visual equipment available to presenters Requests for any special needs

During Meeting
Record Decisions Action items Open issues

Post Meeting
Post or mail minutes of meeting to all

 Starting time Opening Remarks Getting down to business Participation (balanced??)

Agenda
Closing

1. TO MEET OR NOT TO MEET Has a goal been set? Has an agenda been created ahead of time? Will the appropriate people be attending? Can the information be covered in an email or memo?

2. NON VERBAL COMMUNICATION Transmit neutral and appropriate body language

Control Conduct yourself Stand while others sit Take the head of the table chair

Collaborative Ask a team member to conduct Sit with others Sit on either side of the table

3. REACHING RAPID CONSENSUS Break the myth Indicate moving forward and doing it together Integrating other departments of the organization

 Online surveys

Feedback forms
Efficiency of task allotted as a result of meeting

 Most integral part of an effective meeting process Record every detail- details of discussions, who said what, final decision Tip: Carry the agenda along with you

 Understand the type of information you need to record at the meeting. Meeting minutes usually include the following: Date and time of the meeting Names of the meeting participants and those unable to attend (e.g., regrets) Acceptance or corrections/amendments to previous meeting minutes Decisions made about each agenda item, for example: Actions taken or agreed to be taken Next steps Voting outcomes e.g., (if necessary, details regarding who made motions; who seconded and approved or via show of hands, etc.) Motions taken or rejected Items to be held over New business Next meeting date and time

Create an outline Check-off attendees as they enter the room Record decisions or notes on action items in your outline as soon as they occur to be sure they are recorded accurately Ask for clarification if necessary for example, if the group moves on without making a decision or an obvious conclusion, ask for clarification of the decision and/or next steps involved. Dont try to capture it all

Record it literally, if you are concerned about being able to keep up with note taking, consider recording the meeting (e.g., on your smart phone, iPad, recording device, etc.)

Minutes need headings so that readers can skim for the information they need. Your template may include these:

1. Topics_________________ 2. Decisions______________ a. b. c. 3. Actions Agreed Upon a. Person responsible b. Deadline 4. Next Meeting -Date and Time________________ -Location______________ -Agenda items_____________

Write the minutes as soon as the meeting is over Review your outline Check to ensure all decisions, actions and motions are clearly noted. include a short statement of each action taken by the board and a brief explanation of the rationale for the decision when there is extensive deliberation before passing a motion, summarize the major arguments

Edit to ensure brevity and clarity, so the minutes are easy to read Be objective. Write in the same tense throughout
Avoid using peoples names except for motions or seconds. This is a business document, not about who said what. Avoid inflammatory or personal observations. The fewer adjectives or adverbs you use, the better.

If you need to refer to other documents, attach them in an appendix or indicate where they may be found. Dont rewrite their intent or try to summarize them.

Do write minutes soon after the meeting--preferably within 48 hours. Do use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, or energetic--all of which are just as true as the negative words.

Don't skip writing minutes just because everyone attended the meeting
Don't describe all the "he said, she said" details (Record topics discussed, decisions made, and action items) Don't include any information that will embarrass anyone (for example, "Then Terry left the room in tears").

Campus Overview Ahmedabad Kolkata Mumbai

907/A Uvarshad, Gandhinagar Highway, Ahmedabad 382422.

Infinity Benchmark, 10th Floor, Plot G1, Block EP & GP, Sector V, Salt-Lake, Kolkata 700091.

Goldline Business Centre Linkway Estate, Next to Chincholi Fire Brigade, Malad (West), Mumbai 400 064.

Thank You