Meeting Management
Ezequiel Conil
Section 3
Overview
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What meetings are
The purpose of meetings
Different types of meetings
How to effectively manage meetings
Why managing meetings is important
Examples of meetings
Exercise for the day
Meetings
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Meeting
- To come together with a specific purpose at a
particular time.
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Meeting Management
- Effective management of meeting in an
organization
Why People Meet in Groups
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For the diversity of a group
Group vs. individual problem solving
Promotes cooperation amongst co-workers
Increased motivation to complete tasks
How Meeting Management Can
Be Important to You?
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Benefits of Meetings
- People can communicate on an open
platform
- Ideas are expressed and discussed
- Allow for employees to demonstrate
creativity and problem solving ability
Different Types of Meetings
slide 1 of 5
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General
Decision Making
Development
Information
Different Types of Meetings
slide 2 of 5
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General
- Presentations
- Give information
- Discuss issues
- Examine problems
Different Types of Meetings
slide 3 of 5
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Decision Making
- Gather opinions, facts, and
ideas from group to reach a
decision
- Examine problems and
come up with solutions
Different Types of Meetings
slide 4 of 5
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Development
- Create new ideas
- Expand on undefined concepts,
strategies, and theories
- Get more ideas on earlier projects
Different Types of Meetings
slide 5 of 5
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Information
- Disseminate information on new issues
- Provide new instructions or teachings
- Simulate real situation for practice
purposes
How to Effectively Manage Meetings
slides 1 of 6
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Have an Agenda
Define meeting objectives
Following the outlined activities on the
agenda
Apply the process techniques
Keeping the minutes of the meeting
How to Effectively Manage Meetings
slides 2 of 6
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Agenda
- A list or outline of things to be considered or
done
Necessary to keep members on track
Have a general timeframe that agenda items will
take
Distribute before meeting to allow employees to
prepare
Should be flexible
How to Effectively Manage Meetings
slides 3 of 6
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Define meeting objectives
- What is to be accomplished at this particular
meeting
- Why is a group effort needed
- Give a time frame for everything that needs to
be done
How to Effectively Manage Meetings
slides 4 of 6
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Following the outlined activities on the agenda
- Have a facilitator
- Make sure enough time is allotted for each area
- Do not leave anything uncovered
How to Effectively Manage Meetings
slides 5 of 6
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Apply the process techniques
- Brainstorming
- Silent writing down of ideas
- Parking lot
- Post-its
- Verbal
How to Effectively Manage Meetings
slides 6 of 6
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Keeping Minutes of the meeting
- Notes of what was discussed
during the meeting
- Important to know what was
accomplished
Why Managing Meetings is
Important
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To maintain order
Executing the agenda in a timely fashion
Effectively going through the agenda
Achieving the results sought after in the
meeting
Examples of Meetings
slide 1 of 4
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People Meet for…
- Work
- School
- Community
- Any other mass communication need
Examples of Meetings
slide 2 of 4
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In Work Situations
- Boss to Employee
- Department to Department
- Boss to Department
- Employee to Employee
- Guest to Company
Examples of Meetings
slide 3 of 4
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School Situations
- Principal to Teacher
- Teacher to Student
- Principal to Student
- School Board to
Parents
- Guest to Students
Examples of Meetings
slide 4 of 4
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Situations in the
community and other
large masses
- Church
- Court
- Speeches
- Rallies
- Etc.
How to Involve Everyone in
Meeting Management
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Think of what the senior class should give as their
class gift
Think of two gift ideas alone
Get in a group and share your ideas to the rest of
your group
Gather all the information and form one solution
for the group
Is this solution better than what you would have
come up with alone?
Meeting Management
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Meetings are used in many
ways in the world today. The
only way that meetings can be
made effective is if they are
managed correctly.
Bibliography
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Source: Foster, S. Thomas, Managing Quality: An
Integrative Approach. Upper saddle river, NJ: prentice hall
inc, 2001.
Source: Merriam-Webster’s Collegiate Dictionary.
Springfield, MA: Merriam-Webster inc, 1995.
Source: Ewbank, Henry L., Meeting Management.
Dubuque, Iowa : W. C. Brown Co. 1968.
Source: Talbot, Randy, Meeting Management : practical
advice for both new and experienced managers based on
an expert's twenty years in the "wonderful wacky world"
of meeting planning . McLean, VA : EPM Publications, 1990.