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7.3 death by meeting lecture slides student notes
- 1. Death by Meeting Lecture7.1 University of Alberta ALES 204 Nancy Bray 1
- 2. Housekeeping Assignment #2 Questions Labsnext week: bring a copy of your fact sheet for peer review Guest lecture on Monday - no PowerPoint! Practice speeches - start week of March 11 2
- 3. Lecture Outline 1. Howto write a business letter 2. What are meetings? 3. How do meetings work? 4. How can you make meetings better 3
- 4. 1. How towrite a business letter 4
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- 6. 2. What aremeetings? 6
- 7. 11 million meetings/dayin the U.S. 62 meetings/months for average professionals 37% of employee time spent in meetings professionals estimate 50% of meetings are a waste of time 31 hours a month lost to unproductive meetings 7
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- 9. Professionals complain that... They don’t know why they were invited The presenter reads from the PowerPoint slides. Meetings last too long The flow of the meeting is disturbed by technology No problems are ever solved Employees are told what is wrong, but no chance to input 9
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- 11. Why meet? 11
- 12. Types of meetings Informal Formal 12
- 13. Types of meeting Less formal More formal 13
- 14. Rules of order Increased use of formal meeting procedures (rules of order) Informal Formal 14
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- 16. How do meetingswork? 16
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- 20. The Agenda 20
- 21. Agenda should include Time/Venue Whowill not be able to attend (absences/regrets) Minutes of previous meeting Matters arising from previous meeting Other items to discuss Reports from sub-committees Guest speakers Date/venue for next meeting 21
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- 23. Tips: Most difficultitems should be placed in the middle third of the meeting No longer than 90 minutes Allocate time for each item 23
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- 25. Managing the meeting Divertingtangents “That’s an interesting idea, but I don’t think we’re advancing our goals.” “We’re talking about a new topic- do we want to swap out an agenda item to continue discussing it?” 25
- 26. Managing the meeting Gettingto the right input: Manage dominant personalities Give credit for ideas Manage quiet members Don’t dismiss ideas or take sides Look out for disparaging comments When questions are asked of you- turn it back to the group 26
- 27. Managing the meeting Aimfor consensus Make a note of open items Summarize the action items at the end of the meeting 27
- 28. Example A meeting turnsinto chaos because of a poor chair https://www.youtube.com/watch?v=xQW1fEwYZVA&feature=fvwre 28
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- 32. List of minuteelements Title of Group / project Date / location / time Present: List all those present. Apologizes: List all those who gave apologizes. Review of minutes from last meeting. Include date and time that minutes were accepted Discussion items Action items Other business items Date, time, chair of next meeting 32
- 33. How to take minutes Takingminutes https://www.youtube.com/watch?v=brPtSs04r1Y&feature=relmfu 33
- 34. The Participants Drama Queen The Grouch / Silent One One-Track Mind Peter PowerPoint 34
- 35. Drama Queen 35
- 36. How to handlethe drama queen 36
- 37. The Grouch 37
- 38. How to deal withthe grouch 38
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- 40. How to handle one-trackmind 40
- 41. Peter PowerPoint Reads fromhis long-winded PowerPoint slides word for word 41
- 42. How to handlePeter PowerPoint 42
- 43. Can meetings getbetter? 43
- 44. Why meetings fail Themeeting is unnecessary The meeting is held for the wrong reason The objective of the meeting is unclear Lack of preparation The wrong people are there Lack of proper control Poor environment Poor timing 44
- 45. Remember Every meeting isunique A meeting’s success judged by the actions which result Managing the meeting is everyone’s responsibility 45
- 46. Shake things up Ifa meeting isn’t necessary, don’t have one. Try different and “new” types of meetings Look for and provoke sources of legitimate conflict Take notes 46
- 47. Take away Meetings areimportant form of communication Don’t waste participants’ time Know your role Take responsibility for the productivity of the meeting no matter which role you play 47