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Editor's Notes

• #3: Activity 1 (Thinking time: 2mins) Think about meetings you have attended recently. You can also think of the recent political & corporate meetings where important decisions are taken. What made them effective or ineffective? Prepare a list of your thoughts. Rank the items on each list in order of their importance to make the meeting successful (effective) or unsuccessful (ineffective).
• #4: Mock meeting/Role play: 4-5 volunteers required for this role play. One participant can become Facilitator of the meeting, others can be chairman, treasurer, chief financial officer and managing director of company ‘Groom’. The meeting agenda is whether to acquire company ‘Vroom’ or not. Hot discussion is going on due diligence report on a prospective M&A by the company. The managing director is positive about the target company (Vroom) while the CFO is not. While the mock meeting is going on, the audience should observe the right and the wrong actions, conversation etc. After 5mins role play, all participants should discuss about what went wrong, what should be done, how and by whom?
• #5: If meetings are managed well then it is an ultimate form of conversation because of the following reasons: Impact of face to face conversation is far much better than telephonic conversation or virtual conversation. Establishing the meeting enables people to set the organization's hierarchies and social structures to one side for a moment. To push slow and drift moving subjects so that timely actions can take place. A group can develop solutions collectively that an individuals could not achieve. A problem that requires the knowledge and experience of several people often can be solved best by bringing them all together in a meeting. Getting disturbed is not possible as the members of the meeting don’t get distracted by other day to day issues as they may in teleconferencing.
• #6: Quick business meetings- just to check-in, coordinate, share information, prepare for next steps, anticipate customer or employee needs, answer questions for each other, etc. Standing Meeting- A regularly scheduled appointment, such as a weekly one-on-one with a boss or a department; or a project meeting taking place at intervals until the project is over. Business meetings- Meetings with customers, clients, colleagues, etc.; often require presentations. It is a well structured meeting usually prospective leads are convert Management Team meetings-For setting policies, decision making. Board meetings- to report results, set policies and directions, scan for needed changes, etc Team building meetings- to communicate together, resolve conflicts, share impressions and feelings, gain alignment and commitment to goals, strengthen relationships, clear out debris from disputes, develop or deepen interpersonal trust, etc. Conference/ Seminar- A highly structured, moderated meeting, like a presentation, where various participants contribute & follow a fixed agenda.
• #8: Plan the meeting Remember: Your meeting purpose will determine the meeting focus, the meeting agenda, and the meeting participants. Make sure you need a meeting The meeting is needed and not just convenient for you. Ensure appropriate participation at the meeting If a delegate attends in the place of a crucial decision maker, make sure the designated staff member has the authority to make decisions – or postpone the meeting. Distribute and review pre-work prior to the meeting You can make meetings most productive and ensure results by providing necessary pre-work in advance of the actual meeting.
• #9: Effective Meeting Facilitation: The facilitator reminds everyone about the purpose/agenda of the meeting- this should not be a news! (Manage time-limit) Use The Pre-Work In The Meeting Involve Each Participant in Actions Create An Effective Meeting Follow-Up Plan The specific action item, The name of the person who committed to “owning” the accomplishment of The action item, The due date of the action item, An agreement about what constitutes completion of the action item
• #10: Attending or even running the meeting is an easy part. There are two important things for achieving the goals of a meeting successfully. First, it is the depth of preparation for the meeting, secondly what we do after the meeting. Measure of Return on Time Invested by the participants of a meeting. Publish Meeting Minutes: Instant record of discussions, suggestions etc. Effective follow up: Follow-on memos, email, telephone messages, and other forms of reminders. Debrief The Meeting Process For Continuous Improvement: Participants takes turns discussing what was effective or ineffective about the current meeting.
• #11: It is an important tool of measuring the effectiveness of a meeting. But ensure that it don’t take lot of time. Prepare a suitable questionnaire Prepare a result
• #12: Double click on the icon please
• #13: Agenda=contract: Follow the agenda strictly like a contract between the participant and the facilitator unless there is some important issue to be addressed. Encourage participation: Consult the group, ask silent participants of the meeting Create and re-create environment: a facilitator should act like a chameleon, must be prepared to change roles according to the situational needs. If there is some hot discussion going on then he/she should lighten the environment, while if the discussion diverting away from the topic then he/should act like a captain and bring back the participants to the ship (topic). Increase understanding: When in doubt clear it then and there only so as to increase understanding of each decision and statements. Search for agreement and agree to disagree. Listening and observing: Scan the room, rephrase the statements, pen down each information. Catalyze decision making: Should be able to get the most out of the participants and should be able to maintain the energy level of the room. Don’t over invite: You may end up with too many people, all bored to tears because they have nothing to contribute. This can sabotage your meeting Note : If someone does not adhere to the decided agenda then the facilitator should: immediately remind him/her the ground rules. If then also the person does not follows the agenda then politely correct him. Explain to him politely why the other issues cannot be followed at this moment. Further to this one can only request him humbly.
• #14: Details are provided in the pre read. Here the facilitator acts like a mediator
• #15: Details are provided in the pre read.
• #16: Meeting cost money: Be aware that meetings are expensive. Be SMART enough to achieve meeting’s goals. SMART is S=specific, M=measureable, A=actionable, R=realistic and T=timely. Uses work time: Meetings lock number of senior managers in a room for several hours. Again wasting their time is another cost. Timely task: Timely start, break and end of the session. If the participants are late but the quorum is appropriate, then the facilitator should commence the meeting. Follow the agenda: Strictly follow the agenda. It specifically indicates the timeframes set for each agenda item including breaks.
• #17: Smile and act enthused and engaged: Lighten up. Take some personal responsibility for the attitude in the meeting. Don’t be a yes man: Most of the bosses don’t want a yes man. They want someone who adds values. No check on watch: This is rude and may be perceived other wise. No mobiles or gadgets: Turn it off or put it on silent and do not put on the table. Do not bring food into the meeting: Drink is ok but not food. Come prepared: To add something in the meeting be prepared. This may give advancement in career substantially. Stay and say positive: Try to find something positive to comment upon after the meeting. Pick one person to compliment after the meeting. A simple “good point today” will be remembered.
• #18: There are variety of people that even the meeting chairs, facilitators and trainers find difficult to deal with during a meeting. Sometimes a facilitators may loose patience. Here the facilitator should act as troubleshooter. At the start of every meeting discuss the ground rules: So that all the members understand and follow it. Check the environment: If the troublemaker have an extreme opinion and views different from others or is having heated arguments then the facilitator should ask him why is he saying so or acting like this? There could be an underlying reason to such kind of his actions. Never humiliate the troublemaker: This may deteriorate the situation. Take every member as a ‘client’, who deserves respect. Try to settle him by changing the topic of discussion. Don’t get into an argument: As a facilitator be neutral and act as a mediator. Never loose your patience: Be persistent while handling such situations, don’t show your annoyance, talk to him alone in lunch or tea break, ask him to put his point in a different way or think from a different perspective. People have a right to say: Everyone have an opinion, its just they need to be explored. Analyze their views, ask them what specifically they are disagreeing to ? 
• #19: Guidelines for running effective financial review meetings is given in the pre read.
• #20: Activity: Choose 6 people from the audience (who didn’t participate in the first activity) and ask them to conduct a meeting. Meeting objective is planning financial review of a client firm. Review progress towards business objectives of that company, determine the reliability of financial and other operations, ensure that legal and regulatory requirements are met, identify the effectiveness of risk management activities. The review will take place in next two days. Who all to invite? How will the members initiate? What all preparation is required? What will be the agenda? Meeting’s duration etc. to be kept in mind.
• #21: Details are given in the pre read.
• #22: Minutes are the instant written record of a meeting. MoM describes the events of a meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.
• #23: Why is minute important ? Confirm any decisions made Record any agreed actions to be taken Record who has been allocated any tasks or responsibilities Prompt action from any relevant attendees Provide details of the meeting to anyone unable to attend Serve as A record of the meeting's procedure and outcome
• #24: Double click on the icon to open it.