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Meeting Management

Meeting Management. Ezequiel Conil Section 3. Overview. 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. Meeting

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Meeting Management

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  1. Meeting Management Ezequiel Conil Section 3

  2. Overview • 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

  3. Meetings • Meeting - To come together with a specific purpose at a particular time. • Meeting Management - Effective management of meeting in an organization

  4. Why People Meet in Groups • For the diversity of a group • Group vs. individual problem solving • Promotes cooperation amongst co-workers • Increased motivation to complete tasks

  5. How Meeting Management Can Be Important to You? • 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

  6. Different Types of Meetingsslide 1 of 5 • General • Decision Making • Development • Information

  7. Different Types of Meetingsslide 2 of 5 • General - Presentations - Give information - Discuss issues - Examine problems

  8. Different Types of Meetingsslide 3 of 5 • Decision Making - Gather opinions, facts, and ideas from group to reach a decision - Examine problems and come up with solutions

  9. Different Types of Meetingsslide 4 of 5 • Development - Create new ideas - Expand on undefined concepts, strategies, and theories - Get more ideas on earlier projects

  10. Different Types of Meetingsslide 5 of 5 • Information - Disseminate information on new issues - Provide new instructions or teachings - Simulate real situation for practice purposes

  11. How to Effectively Manage Meetings slides 1 of 6 • Have an Agenda • Define meeting objectives • Following the outlined activities on the agenda • Apply the process techniques • Keeping the minutes of the meeting

  12. How to Effectively Manage Meetings slides 2 of 6 • 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

  13. How to Effectively Manage Meetings slides 3 of 6 • 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

  14. How to Effectively Manage Meetings slides 4 of 6 • Following the outlined activities on the agenda - Have a facilitator - Make sure enough time is allotted for each area - Do not leave anything uncovered

  15. How to Effectively Manage Meetingsslides 5 of 6 • Apply the process techniques - Brainstorming - Silent writing down of ideas - Parking lot - Post-its - Verbal

  16. How to Effectively Manage Meetingsslides 6 of 6 • Keeping Minutes of the meeting - Notes of what was discussed during the meeting - Important to know what was accomplished

  17. Why Managing Meetings is Important • To maintain order • Executing the agenda in a timely fashion • Effectively going through the agenda • Achieving the results sought after in the meeting

  18. Examples of Meetingsslide 1 of 4 • People Meet for… - Work - School - Community - Any other mass communication need

  19. Examples of Meetingsslide 2 of 4 • In Work Situations - Boss to Employee - Department to Department - Boss to Department - Employee to Employee - Guest to Company

  20. Examples of Meetingsslide 3 of 4 • School Situations - Principal to Teacher - Teacher to Student - Principal to Student - School Board to Parents - Guest to Students

  21. Examples of Meetingsslide 4 of 4 • Situations in the community and other large masses - Church - Court - Speeches - Rallies - Etc.

  22. How to Involve Everyone in Meeting Management • 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?

  23. Meeting Management • 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.

  24. Bibliography • 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.

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