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Meeting-Management Checklist

10441926_10152983679835832_4185977024467487670_nMost of us have learned how to run meetings by osmosis—by watching another person, who, in turn, learned by watching someone else. This method of learning would be valid if the observed processes worked.
The purpose of this article is like suggestions that will help foster the effective management of meetings.
In general  all meetings have specific purposes for being held and specific tasks to be performed by the participants. These meetings are effective only when the participants clearly understand the type of meeting they are holding and then make sure they accomplish the tasks associated with that type of meeting. The different types of meetings conducted in organizations are as follows:
Informational. The purpose of this type of meeting is to disseminate data and facts as well as decisions and policies made by people or groups in the organization senior to those holding the meeting.
Validational. This type of meeting is held to announce a previously made decision. In general the informational flow here is primarily from top to bottom.
Planning/Strategizing. The purpose of the planning/strategizing meeting is the  action plans for the work group in attendance.
Problem Solving/Decision Making. The objective of this type of meeting is also the generation of action plans, but the time factor considered is short (one day to six months), and the focus is on day-to-day business rather than on long-range planning. The conversational flow is from peer to peer or interactional.
Staff Conferences. This type of meeting is held to ensure the progress of action plans generated in planning and problem-solving meetings. Progress reports are provided, a full expression of opinions is solicited, and coordination of disparate actions is achieved. The flow of conversation is from peer to peer and interactional.
Feedback/Evaluation. The purpose of the feedback/evaluation meeting is to assess progress in accordance with the schedules set forth in previous planning and/or problem-solving meetings. Organizational and/or personal performance is the focus.
Training. This type of meeting is held to educate the staff. The goal is to expand the knowledge, improve the skill, or change the behavior/attitudes of the participants so that they will perform in their jobs more effectively.
Celebrational. The celebrational meeting is held so that the participants can enjoy being together, relax, and have a good time.

Let’s have a look what are the kinds of tasks to be performed and those who should perform them for each type of meeting …

Meeting Type Tasks Task Performer
Informational Disseminating information Information holder
Listening Participants
Questioning for clarification Participants
Validational Disseminating decisions Decision maker or a
representative of the
decision maker
Listening Participants
Presenting action assignments Supervisor
Assenting/dissenting Participants
Planning/Strategizing Identifying the problem/issue Decision maker
and Developing data Participants
Problem solving/ Generating alternatives Participants
Decision Making Selecting a solution Decision maker
Planning action Participants
Presenting action assignments Supervisor
Staff Conference Developing data Participants
Identifying progress Decision maker/participants
Identifying the problem/issue Decision maker
Generating alternatives Participants
Selecting a course of action Decision maker
Planning action Participants
Presenting action assignments Supervisor
Feedback/Evaluation Developing data Participants
Identifying the problem/issue Decision maker
Generating alternatives Participants
Selecting a solution Decision maker
Planning action Participants
Presenting action assignments Supervisor
Training Presenting the concept Trainer
Listening Participants
Experimenting Participants
Celebrational (As appropriate) Participants
Tasks to Be Completed In Meetings

Here is a checklist by which the meeting manager can plan and execute a well-designed, properly structured meeting. So what we need? Let’s have a look…

Advance Preparation

  1. Set the agenda and post a meeting notice.
  2. Designate the meeting topic.
  3. Designate the meeting type and the attendees.
  4. Specify expectations.
  • You may also need to:
    Set the activity-level standards.
    Decide on the attendees’ responsibility regarding functional role.
    Identify resource people.
  1. Assign any necessary prework.
  2. Establish and secure a base of information.
  3. Make the logistic arrangements.
  4. Space
  5. Time
  6. Seating
  7. Materials (audiovisual equipment, etc.)

Meeting Dynamics

  1. Opening Phase—Defining the Task
  2. Convene the meeting.
  3. Introduce the participants (if necessary).
  4. Reinforce/change expectations.
  5. Reinforce participation and norms of representation.
  6. Introduce the resource experts.
  7. Identify the problems/issues that will not be dealt with during the meeting.
  8. Present the time schedule.
  9. Middle Phases—Application of Energy and Consolidation
  10. Test issue formation and understanding.
  11. Reiterate the decisions that are made.
  12. Monitor pace.
  13. Closing Phase
  14. Evaluate the progress that has been made.
  15. Assign tasks.
  16. Establish a means for dealing with unfinished business (such as
    including it in the agenda for the next meeting).

Follow-Up Documents to Be Produced

  1. Minutes
  2. Action-plan summaries
  3. Individual action-assignment sheets
  4. Action-review reminders
  5. Completion reminders
  6. Appreciation/recognition notes

And of course the meeting should start and finish on time. Know with who you will have meeting. Keep in mind the 5p -proper preparation prevents poor performance.

proper-preparation-prevents-poor-performance

Have a great day,
K.

 

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