AGENDA
Chapter 8 – Leaders Manage Meetings
Chapter 9 – Leaders Manage Compensation
Programs
Review Questions
Next Week
HOSPITALITY AND RESTAURANT
MANAGEMENT
Leaders Manage Meetings
CHAPTER LEARNING OBJECTIVES
Explain the need for meetings to be effectively
managed.
Describe procedures for planning effective
meetings.
Explain procedures for conducting effective
meetings.
Suggest procedures required to evaluate and
follow up on meetings.
YOUR RECENT EXPERIENCE
Why did you attend the meeting?
Why did you think the meeting was ineffective?
What would you have advised the meeting facilitator
to do to improve the meeting?
What did you learn from the experience that might
help you be a better meeting planner in the future?
WHY DO PEOPLE HATE MEETINGS?
MEETINGS CAN BE UNPOPULAR
 No understood goal – leaders unprepared.
 Participants are unprepared.
 Many meetings are too long.
 Too busy.
 People are not focused; others are disruptive.
 Information is confusing.
 Many people do not say what they think.
THE MANAGER AND EFFECTIVE MEETINGS
The manager must be prepared for meetings.
To be prepared, the manager must effectively
plan meetings.
TYPES OF MEETINGS
Information meetings
Problem-solving meetings
Brainstorming meetings
Action meetings
WHAT TYPE OF MEETING SHALL I CALL????
Update on construction process
Planning for Hall of Fame catering event
Roll out of new Vision, Mission & Values
Discuss low ratings from the Health Dept.
Address options for signage for customers
coming to events at SCC
STEPS IN MEETING PROCESS
PLANNING A MEETING
1. Identify Meeting Objectives
Business objectives should be identified.
Feedback should be obtained from managers and
employees who will attend the meeting.
2. Determine Attendees
Only those absolutely necessary to objective
PLANNING A MEETING - CONTINUED
3. Develop the Agenda
Agenda—topics to be
covered at a meeting
Meeting “basics”
Meeting objectives
Agenda topics
Time frames for each
agenda topic
Concluding activities
PLANNING A MEETING – CONTINUED
4. Plan Meeting Warm-Up Activities
Quick, interactive activity to prepare attendees to
focus on the meeting and its objectives
Examples
 Introductions
 Team-building activities
 Training activities
QUESTIONS?
Do you feel icebreaking activities such as these
are helpful in getting employees to know one
another?
How important is it that those individuals who
attend meetings also feel like they are part of a
team?
What are some other ways a manager might
make all employees within an operation feel
like they are part of the same team?
PLANNING A MEETING – CONTINUED
 5. Pre-meeting Activities and Assignments
 What, if any, pre-activities or assignments must be
completed?
 Should the activities be completed before or during
the meeting?
 How much time and what materials and instructions
will be required for the pre-assignments?
PLANNING A MEETING – CONTINUED
6. Schedule the Meeting
A carefully planned agenda will indicate the time
required for the meeting.
When scheduling, consider available times of those
who must attend.
Meet during slow business volume times.
HOW WOULD YOU ANSWER
THE FOLLOWING QUESTIONS?
1. Meeting objectives should be planned
(before/after) employees to attend the meeting
are identified.
2. Every meeting will require pre-meeting
activities and assignments. (True/False)
3. Agendas (are/are not) required for “routine”
meetings.
4. Employees who will attend a meeting
(should/should not) provide input about it.
CONDUCTING MEETINGS
Careful planning for this meeting will not be wasted if the
manager properly conducts it.
RESPONSIBILITIES OF THE MEETING
FACILITATOR
Determining whether topic discussion should
continue or should be addressed later
Keeping track of allowed time
Refocusing the group, if necessary
Remaining neutral when managing the discussion
of sensitive topics
Preventing meeting domination by any person
Bringing closure to agenda topics
TACTICS FOR A SUCCESSFUL MEETING
Arrive early.
Use a sign-in sheet.
Start on time.
 U:\Leadership\Chapter 8 resources\Meetings Lateness.pdf
Use and follow an agenda.
TACTICS FOR A SUCCESSFUL MEETING,
CONTINUED
 Understand the purpose and objectives of the
meeting.
 U:\Leadership\Chapter 8 resources\Meeting feedback.pdf
 Identify action items and make assignments.
 End on time.
 U:\Leadership\Chapter 8 resources\Meetings Ending.pdf
 Use evaluation information for improvement.
GROUND RULES FOR MEETINGS
Examples
Promptness
Conversational courtesies
 U:\Leadership\Chapter 8 resources\I Was Just Kidding.pdf
Breaks
Interruptions
Rotation of routine tasks
Question and answer periods
LET’S PRACTICE
Setting Ground Rules Activity – page 236
Rank rules individually from 1-10 (10 least
important)
Discuss as a group and come to consensus on
a group ranking
FOCUS ON AGENDA ITEMS
Each agenda item should be considered, and, if
necessary, action items should be identified.
Action items should be assigned to someone
who must complete the assignment by
a deadline.
Encourage participation from everyone.
CHALLENGES IN FACILITATING MEETINGS
U:\Leadership\Chapter 8 resources\It Won't Work.pdf
TECHNIQUES FOR DEALING WITH NEGATIVE
PEOPLE
Don’t argue with them
Listen to them
State your concerns regarding their behavior
Set boundaries and help refine their delivery
Redirect their energy and challenge them
ONE FINAL ASSESSMENT 
What is your style as a meeting leader?
Quick Quiz
Mary G. McIntyre – www.yourofficecoach.com
CLOSING THE MEETING
 All action items should be identified and
reviewed to assure that there are no
misunderstandings about responsibilities.
 A schedule for the next meeting should
be established.
 The facilitator should summarize the meeting.
MEETING EVALUATION
Purpose—determine what worked well and
change things that did not.
Evaluations can be written or oral.
Evaluations should be short and concise.
MEETING MINUTES
Minutes should focus on three types
of information:
Decisions made
Action items
Open “parking” lot issues
ONE LAST CASE
Chapter 10 resources\The Flashbacks.pdf
HOW WOULD YOU ANSWER
THE FOLLOWING QUESTIONS?
1. A manager does not need to facilitate each
meeting. (True/False)
2. Managers should establish ground rules for
meetings. (True/False)
3. Minutes should be circulated within two
weeks of the meeting date. (True/False)
HOW WOULD YOU ANSWER
THE FOLLOWING QUESTIONS?
4. Meetings that share communication such
as status reports, updates, orientation and
training are examples of what type of
meetings?
A.
B.
C.
D.
Action
Brainstorming
Information
Problem-solving
HOW WOULD YOU ANSWER
THE FOLLOWING QUESTIONS?
5. The weekly meeting is called and the
manager asks a server to have his
customers take a survey to ask how the food
has been so they can review the progress of
some recent changes. This is an example of
a(n)
A.
B.
C.
D.
meeting a goal
warm-up activity
agenda item
action item
CHAPTER LEARNING OBJECTIVES—
WHAT DID YOU LEARN?
Explain the need for meetings to be effectively
managed.
Describe procedures for planning effective
meetings.
Explain procedures for conducting effective
meetings.
Suggest procedures required to evaluate and
follow up on meetings.
360˚ EVALUATION
Did you learn anything new about yourself?
Was this a valuable exercise?
NEXT WEEK
Chapter 10 – Employee Retention and
Terminations
Exam Review