Conducting Effective
Meetings
The purpose of this module is to enhance
participants’ knowledge and skill in observing
team meetings and identifying opportunities
for facilitation and training
1
QUALITY ASSURANCE PROJECT
At the end of this module
participants will be able to:
 Identify key aspects of planning,
conducting, and evaluating team
meetings
 Develop a detailed meeting agenda
 Identify communication skills needed for
conducting effective meetings
2
QUALITY ASSURANCE PROJECT
Why Have Meetings?
 Important issues are addressed
 High quality decisions are made
 Work gets done that could not be done
by individuals working alone
3
QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
 Attendance
 Promptness
 Meeting Place And Time
 Meeting Agenda
 Participation
4
QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
 Basic courtesies
 Assignments
 Interruptions
 Breaks, eating, drinking and smoking
 Routine chores
5
QUALITY ASSURANCE PROJECT
First Team Meeting
• Review team objectives
• Determine who will be time keeper and
recorder
• Decide on a set of ground rules
6
QUALITY ASSURANCE PROJECT
Effective meetings
happen when teams
 Plan their meetings
 Follow steps necessary to conduct an
effective meeting
 Evaluate their meetings
 Develop communications skills
7
QUALITY ASSURANCE PROJECT
Planning the Meeting
• Meeting objectives
• Meeting agenda
8
QUALITY ASSURANCE PROJECT
Meeting Objectives
 Information Giving
 Discussion
 Decision making
 Task Oriented
9
QUALITY ASSURANCE PROJECT
Conducting a Meeting
 Open the meeting
 State the purpose
 Introductions, if necessary
 Review the agenda
 Follow the agenda
10
QUALITY ASSURANCE PROJECT
Benefits of Agendas




Maintain control of the meeting
Help team members to prepare
Keep team members focused
Guide the orderly progress of the
meeting
11
QUALITY ASSURANCE PROJECT
Components of an Agenda
• Logistics information
• Sequence and timing of agenda items
• People responsible for topics
• Background materials needed
12
QUALITY ASSURANCE PROJECT
Sample Agenda Structure
Time
Topic
Purpose

Inform

Discuss

Decide

Task
Person
responsible
13
QUALITY ASSURANCE PROJECT
Close the Meeting
 Summarize results
 Confirm next steps
 Plan next meeting agenda
14
QUALITY ASSURANCE PROJECT
Evaluate the meeting
 What behaviors to continue?
 What behaviors to stop?
 What behaviors to start?
15
QUALITY ASSURANCE PROJECT
Team Meeting
Communication Skills
 Active listening
 Assertiveness
16
QUALITY ASSURANCE PROJECT
Active Listening
 Checking: “Can I repeat what you said
in order to check my understanding?”
 Clarifying: “It seems to me that what
you mean is ..”
 Showing Support: “I hear you. Please
continue.”
17
QUALITY ASSURANCE PROJECT
Active Listening
 Building: “To your last point I would
like to add the following…”
 Structuring: “Shall we look at the
symptoms, try to define the problem,
and then discuss possible solutions?”
18
QUALITY ASSURANCE PROJECT
Assertiveness
 Information and opinions are presented
freely and clearly, with quality visual
aids, if appropriate
 Attempts to dominate are challenged
 Dialogue and debate occurs freely
19
QUALITY ASSURANCE PROJECT