MEETINGS

1
MEETINGS

• OVERUSED?
• UNDERUSED?

2
PREPARE FOR MEETING
3
REASON FOR MEETING

• INFORMATION EXCHANGE
• COMPLEX, CONTROVERSIAL INFO.
• MEEETING IMPORTANT TO PEOPLE
• SYMBOLIC VALUE OF MEETING
• SOCIAL VALUE OF MEETING
• IF NONE OF ABOVE
• SEND MEMO
• PHONE CALL

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REASON FOR MEETING

• PROBLEM SOLVING

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REASON FOR MEETING

• INFLUENCES
• WHO SHOULD ATTEND
• AGENDA
• WHEN
• WHERE
• FORMAT OF MEETING

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PARTICIPANTS

• INFORMATIONAL - EVERYONE
• PROBLEM SOLVING
• SMALL , 8?, 10?
• THOSE WITH NECESSARY INFO
• THOSE WITH NECESSARY SKILLS
• POLITICAL SELECTIONS

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AGENDA

• SEPARATE INFO EXCHANGE/PROB. SOLVING
• REASONABLE OF TOPICS
• NO TOPICS WHICH CAN BE HANDLED BY SUB-GROUPS OR
  INDIVIDUALS EXCEPT TO REPORT
• STATE BEGIN TIME, END TIME
• DEPENDING ON LENGTH, BREAKS, LUNCH...

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WHEN

• INFLUENCED BY ORG. WORK FLOW, NORMS
• PROTECTED TIME
• USE EVENTS, TIMES
• LUNCH TIME TO HELP END
• QUITTING TIME TO HELP END

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WHERE

• SETTING INFLUENCES ATMOSPHERE OF MEETING
• ARRANGE FOR EQUIPMENT, MEALS, IF NEEDED
• REASON FOR MEETING?
• INFO LECTURE ROOM
• P.S. TABLES.

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DO HOMEWORK

• DISTRIBUTE AGENDA
• DISTRIBUTE BACKGROUND INFO
• SETS EXPECTATONS FOR PREPARATION
• CONTACTS
• ASK FOR, ENCOURAGE PREPARATION
• PERSONAL AGENDAS?
• KEEP DEMANDS REASONABLE

11
RUN THE MEETING

• BEGIN ON TIME
• REVIEW AGENDA
• INFORMATIONAL IMPOSE
• MATCH TO PARTICIPANTS SCHEDULES
• SIGNIFIES TASK ORIENTED
• NO TELEPHONES, NO BEING CALLED OUT.

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FOR PROBLEM SOLVING

• ENCOURAGE PROBLEM SOLVING
• FOCUS ON PROBLEM
• NOT ON PERSONALITIES
• SEEK UNDERSTANDING OF POINTS

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FOR PROBLEM SOLVING

• KEEP DISCUSSION ON TRACK
• CONTROVERSIAL TEND TO AVOID CONFRONTING MAIN
  ISSUE
• IF VERY HEATED
• DIGRESS TO SAFE TOPIC
• TAKE BREAK

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CONTROL OF MEETING

• MORE CONTROL IF
• INFORMATION EXCHANGE
• DISRUPTIVE FEELINGS IN MEETING
• MOVING TOWARD DECISION
• TIME PRESSURES

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REACH DECISION

• VOTE?
• CONSENSUS?

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END MEETING

• FINISHED BY ENDING TIME?
• YES?
• CLARIFY DECISION(S)
• CLARIFY RESPONSIBILITIES

17
END MEETING

• FINISHED BY ENDING TIME?
• NO?
• ASK FOR MORE TIME
• IF OK, CONTINUE
• IF NOT, RESCHEDULE NOW