Meetings%20%20%20Saul%20Greenberg%20University%20of%20Calgary - PowerPoint PPT Presentation
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Meetings%20%20%20Saul%20Greenberg%20University%20of%20Calgary
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How to Run a Meeting (Jay, 1976, Harvard Business Review) ... watch out for suggestion-squashing. the most senior people last. Close on a note of achievement ... – PowerPoint PPT presentation
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Title: Meetings%20%20%20Saul%20Greenberg%20University%20of%20Calgary
1
Meetings Saul GreenbergUniversity of Calgary
Based on Meetings Bloody Meetings (Film by
Cleese), How to Run a Meeting (Jay, 1976,
Harvard Business Review)
2
The Message
- Most meetings are a waste of time
- They dont have to be.
3
Agenda
- Meetings Bloody Meetings
- Discussion
- Summary of Highlights
4
Why Meet?
- Defines a social group
- bonding
- Revises, updates and adds to what is known
- shared knowledge
- the social mind
- combined experiences adds value to ideas,
information - Shared understanding of collective goal
- Decision building, consensus, authority
- and how individuals contribute to its success
5
Why Meet?
- Commitments to decisions and objectives
- entails an obligation to accept them
- greater authority of decisions to others
- Status roles
- may be only time a leader is perceived of guiding
a team - members discover / manipulate relative standings
6
Types of meetings
- Size
- gt 100 assemblies
- 40-50 councils
- lt 12 committees
- Frequency
- (daily, weekly, monthly, ad hoc)
- Composition
- work together, work in parallel, diverse,
- Motivation
- common objective, competitive, unifying
- Decisions
- general consensus, majority vote, by fiat, by
chair after reviewing input - Make up
- Peer group, senior to junior, outsiders
7
Before the meeting
- What is the meeting intended to achieve?
- what if we did not hold it?
- Dont hold meetings if you dont have to!
8
Before the meeting
- Clear objectives
- informative digestive
- clarifications, progress reports
- constructive originative
- what shall we do?
- contribute knowledge, experience, ideas,
judgement - executive responsibilities
- how shall we do it?
- Who is going to do what?
- responsibilities for implementing the plan
- legislative framework
- rules, routines, procedures
9
Before the meeting
- Making preparations
- people
- who?
- how many? (committee 4-7 best, 10 tolerable, 12
limit) - agenda
- meeting plan
- descriptive labels with for information, for
discussion, for decision - include time 3 minutes
- note that urgent does not mean important!
- order (importance, interest, unity)
- presenter
- include end time
- distribute 2-3 days before meeting
- background materials
- short, to the point unless detail required
10
The Chairmans job
- Facilitator
- social leader vs. dictator or dominator
- guides the meeting
- monitors and runs the process
- who?
- how many? (committee 4-7 best, 10 tolerable, 12
limit) - leads by
- gathering, selecting and combining options
(brainstorming) - discuss options
- decide
11
The Chairmans job
- Facilitator
- social leader vs. dictator or dominator
- guides the meeting
- monitors and runs the process
- who?
- how many? (committee 4-7 best, 10 tolerable, 12
limit) - leads by
- gathering, selecting and combining options
(brainstorming) - discuss options
- decide
12
Conducting the meeting
- Dealing with the subject
- clearly stated goals and outcomes
- all understand issues / facts
- rectify mis-understandings/confusion
- head off irrelevant and off-topic discussions
- terminate discussion when it has reached its
purpose - Dealing with people
- start on time
- control the garrulous
- draw out the silent (nervousness vs hostility)
- protect the weak
- encourage a clash of ideas
- watch out for suggestion-squashing
- the most senior people last
- Close on a note of achievement
13
After the meeting
- Produce minutes
- time, date, attendees
- agenda item discussions, decisions
- action items plus who is responsible
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