Chapter 8
Leaders Manage
Meetings
Hospitality and Restaurant
Management
Learning Objectives
After completing this chapter, you should be able to:
• 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.
Chapter 8 Leaders Manage Meetings
THE NEED FOR EFECTIVE MEETING MANAGEMENT
Types of Meetings
Avoiding Problem Meetings
Chapter 8 Leaders Manage Meetings
PLANNING EFFECTIVE MEETINGS
Overview of the Meeting Process
Chapter 8 Leaders Manage Meetings
Meeting Objectives
Meeting Attendees
Meeting Frequency
Developing the Agenda
Chapter 8 Leaders Manage Meetings
Scheduling the Meeting
Before-Meeting Activities and Assignments
Chapter 8 Leaders Manage Meetings
CONDUCTING EFFECTIVE MEETINGS
Focus on the Meeting Leader
Warm-Up Activities
Establishing Ground Rules
Managing the Meeting
Chapter 8 Leaders Manage Meetings
Chapter 8 Leaders Manage Meetings
Closing the Meeting
Chapter 8 Leaders Manage Meetings
MEETING EVALUATION AND FOLLOW-UP
Chapter 8 Leaders Manage Meetings
Chapter 8 Leaders Manage Meetings - Summary
1. Explain the need for meetings to be effectively managed.
•
Managers facilitate information, problem-solving, brainstorming, and
action meetings.
•
All meetings must be effectively managed to minimize problems.
•
Challenges include leaders not preparing, excessive and long
meetings, lack of focus, undefined objectives, and topics not
applicable to objectives.
•
Other problems involve failing to solicit input from all attendees or
ensure that the information is clear.
Chapter 8 Leaders Manage Meetings - Summary
2. Describe procedures for planning effective meetings.
• Strategies for planning meetings include defining the objectives to be
accomplished, using input from the management team and
employees.
• The meeting agenda should be based on its objectives and should
include specific items with time limitations for discussion and action.
• The meeting should then be scheduled and any pre-meeting
activities delegated.
Chapter 8 Leaders Manage Meetings - Summary
3. Explain procedures for conducting effective meetings.
• The meeting facilitator is responsible for ensuring the meeting is
effective, and especially that discussions focus on agenda items.
• Keeping the meeting on schedule is also necessary.
• Some meetings begin with warm-up activities to prepare attendees
to focus on the meeting and its objectives.
• Ground rules must be established and followed to ensure that the
behavior of all participants is acceptable.
• Each agenda item should be presented in the order listed, and
action plans must be determined for those items that require followup.
• The meeting can be closed with a review of action items and a
summary of decisions made.
• If necessary, a date and time for the next meeting can be
announced.
Chapter 8 Leaders Manage Meetings - Summary
4. Suggest procedures required to evaluate and follow up on
meetings.
• Feedback is required to determine how to improve meetings in the
future.
• A final step in the process is to write and circulate minutes.
• They will serve as a reference to remember meeting discussions,
decisions, and action items.
Chapter 8 Leaders Manage Meetings
Key Terms:
Action item (meeting) A part of an agenda item that requires some type
of action.
Action meeting A brief meeting, often with just a few employees, that
addresses and resolves a problem so action can be taken right away.
Agenda A list of topics that will be considered at a meeting.
Brainstorming meeting A meeting that develops a list of ideas or
creative solutions to an issue confronting the operation; its purpose is to
collect ideas, not to make a decision.
Emergency meeting A type of action meeting that occurs when some
type of emergency has occurred and immediate action must be taken.
Facilitator Someone who runs a meeting.
Ground rules (meeting) Rules about how meetings are run, how
participants should interact, and what behavior is acceptable.
Chapter 8 Leaders Manage Meetings
Key Terms continued:
Information meeting A meeting that shares communication such as
project reports and updates or one used for orientation and training.
Minutes A record of what is decided, what is accomplished, and what
action items are agreed upon at meetings.
Problem-solving meeting A meeting held to consider and resolve one or
more problems; it may involve discussing, analyzing, and reviewing
alternatives, and deciding what actions should be taken.
Robert’s Rules of Order A set of rules for conducting meetings in an
organized way that allows everyone to be heard and to make decisions
without confusion.
Status quo How things are normally done.
Tabled (agenda item) Held over for another meeting.
Warm-up activity A quick exercise that prepares people to focus on the
meeting and its objectives.
Chapter 8 Leaders Manage Meetings
Chapter Images