Conducting Effective Meetings - Report Example

Conducting Effective Meetings Many meetings are not productive due to lack of leadership, inefficient planning, or poor organization. Meetings that are well run are extremely effective tools in managing a complex set of tasks and achieving goals (Miller & Pincus, 2004). On the other hand, poorly run meeting can have the effect of lowing productivity, wasting time, and creating an environment where there is no one person responsible or accountable. Further, meetings are expensive from a wide variety of perspectives including wasted resources (people, time, and money), and in intangibles such as opportunity costs (Streibel, 2003). In fact, Microsoft conducted a nationwide U.S. study which indicated that 71% of U.S. workers felt meetings wasted time or were not productive (Microsoft Cooperation, 2005). Obviously, it’s critical to manage meetings in a productive manner to ensure strategic and financial goal achievement as well as continued stakeholder motivation. A productive meeting is defined as one where initial goals and objectives are accomplished in a minimum amount of time with the assistance of satisfied participants (Kirkpatrick, 2006). To accomplish this, it’s important to follow a framework or consistent methodology that will ensure all components of the meeting get addressed and that there is resolution of some sort within a specific period of time. In general, many experts agree five major category components are essential for effective meetings. These include: (a) preparing for the meeting (b) opening the meeting (c) conducting the meeting (d) closing the meeting (e) and meeting follow-up In addition to the five effective meeting components, several elements used in conjunction, ensure the design and process of the meeting is efficient (Haynes, 1997). These ancillary elements include specific identification and utilization of meeting elements within the designated components including but not limited to: (a) agenda items (b) purpose of the meeting (c) questions (d) processes (e) products (f) time limits (g) facilitators (h) time keepers (i) recorders (j) protocols (k) ground rules (l) evaluation of meeting results Last to consider is a standardized agenda template that can be used consistently, and is broad enough to include the basic items to be cover during the each meeting. For the purposes of this project, the Microsoft Office template meeting agenda was used. Obviously, meeting agendas can be flexible and varied as long as they fully cover all items including expectations of individual participants and of the outcome objective (Burleson, 1990). An alternative to the Microsoft template is provided below based on research of best practices: Agenda Template Name of the Group Meeting: Date and Day of Meeting: Start and End Time of Meeting: Location of Meeting: Meeting Participants: Type of Meeting: Purpose of Meeting: Decision to be Made by the End of the Meeting: Decision-Making Process: Products Resulting from the Meeting: Facilitator of the Main Meeting: Recorder During the Meeting: Recorder of the Meeting Summary: Preparation of Committee Members: Committee Members Should Bring to the Meeting: Agenda Distributed: For the purposes of this project and in an effort to ensure cohesive and productive meetings, a similar agenda outline has been proposed for both Scenario 1 and Scenario 2 respectively. Scenario 1 in Appendix A uses the formal Microsoft Office meeting template as its meeting agenda, and lists the major agenda items in sequence. It could have as easily used an informal agenda, but the formal process was selected to ensure a disciplined approach to the variety of issues. It is followed by the minutes of the last meeting on the succeeding page. Scenario 2 is in Appendix B and also uses the formal agenda template by Microsoft due to the complexity of the anticipated meeting agenda items. It is followed by the minutes of the previous meeting as well. Appendix A - Scenario 1 Graduation Committee Meeting Meeting Agenda Wednesday, 30th October, 2007 3-4pm Meeting held in Room 115, Main Building Type of Meeting: Graduation Committee Meeting Meeting Facilitator: ___________. Invitees: Ewen Brown, Sue Chiong, Rosita Coombs, Paul Cooper, Andrew Lam, Misha Lex, Jammy Mike, Romano River, John Smith, Wawan Tegap, Tina Tucker, and _________. Call to order Roll call Approval of minutes from last meeting Open issues Correspondence Reports Principal Liaison New business Budget Catering Certificate preparation Venue Arrangements General business Other issues Next meeting: 16th November, 2007 Adjournment Minutes of Graduation Committee Meeting Meeting held in Room 115, Main Building Wednesday, 16th October, 2007 3-4pm Present: John Smith, Rosita Coombs, Tina Tucker, Paul Cooper, Ewen Brown, Sue Chiong, Andrew Lam, Misha Lex, Wawan Tegap, Jammy Mike and you. Apologies: Romano River Correspondence: A letter was received from the furniture hire company; confirming that they will supply 300 plastic chairs on the day of the graduation. In: Two letters have been received from florists with quotes for flowers. Reports (verbally presented) Reports were tabled from each committee – Principal Liaison, Budget, Catering and Certificate Preparation, Venue Arrangement Principal Liaison: Principal had requested a copy of her speech from last year. She is thinking about this year’s speech. Her deadline is our next meeting. Budget: The bursar reported that a number of students who should be graduating have not yet paid all their fees so may not be allowed to complete. Otherwise, the graduation costs are running according to budget. He will have a final list of financially up to date students next meeting. Catering: The afternoon tea menu has been finalized and sent to the Principal for approval. The approved menu is to be sent to the printers by the need of the week and should be available for next meeting. Certificate Preparation: Teachers have not finalized exam marks so cannot provide a list of names and subjects to the printers. Need to liaise with bursar. Printers report that they have tight deadlines and must be informed of certificate requirements before the next meeting. Venue Arrangement: The hall has been booked and arrangements made for signs to be made to direct visitors to the venue. Some tables and chairs are available extra chairs are being hired. A team of people will be named by next meeting to come early on the day and help set up. Some students have offered but may not able to help because of OHS regulations. This will be investigated before next meeting. General Business: None Other Issue: None Next Meeting: 30th October, 2007 Appendix B - Scenario 2 Annual Meeting of the Body Corporate of Strata Title Units: South View Meeting Agenda Monday 4rd June 2007 in Unit 8, 13 South Street, South Sydney at 7pm Meeting Held in Room 115, Main Building Type of Meeting: Annual Meeting of the Body Corporate of Strata Title Units: South View Meeting Facilitator: ____________. Invitees: Prisca Ottawonga (owner of units 1-8), Marianne Campbell (owner of units 9-16), Peter Jacques (owner of units 24-32),Alan Johns (owner of units 31-39),Hal Mark(owner of units 90-98), Annie Sellar, and _______. Call to order Roll call Approval of minutes from last meeting Nominate minute taker Nominate and vote for New Chair Formal handover to New Chair Open issues Correspondence Reports Property Manager Finance New business Approve Property Manager Approve Cleaners Approve Garnders General business Other issues Next meeting: 30th October, 2007 Adjournment Minutes of Quarterly Meeting of the Body Corporate of Strata Title Units: South View Held Monday 3rd March 2007 in Unit 8, 13 South Street, South Sydney at 7pm In Attendance: Prisca Ottawonga (owner of units 1-8), Marianne Campbell (owner of units 9-16), Peter Jacques (owner of units 24-32),Alan Johns (owner of units 31-39),Hal Mark(owner of units 90-98), and you. Apologies: Annie Sellar Minutes of Previous Meeting: The minutes of the previous meeting were accepted as a true and accurate record of events Moved: Peter Jacques Seconded: Prisca Ottawonga Correspondence: In: a letter from the insurance company informing us of the premium increase. Matters Arising: There are no matters arising from the previous meeting. Reports: Finance reports Presentation of financial statement – the financial statement was presented and recommendations approved after a line by examination of income and expenditure for the previous quarter. The statement was accepted as a true and accurate record of financial affairs. Moved: Alan Johns Seconded: Hal Mark Insurance Premium Increase- it was agreed that we should continue with the current insurance company and that the levy from each owner would increase by an appropriate amount to cover the premium increase. Moved: Peter Jacques Seconded: Alan Johns Property Report (presented by the Chair of the Body Corporate) Appointment of Property Manager Appointment of a Firm of Cleaners and Gardeners Discussion was held regarding the need to improve the outward appearance of the unit block. It was decided that owner Peter Jacques would be appointed as Property Manager and that Firm of Cleaners and Gardeners that was currently used in the block next door be engaged on a 3 month trial. Moved: Marianne Campbell Seconded: Alan Johns General Business: No general business Date and Venue for Next Meeting (AGM): 3rd March 2008, Unit 10. References Burleson, C. W. 1990, Effective meetings: The complete guide. New York: John Wiley & Sons, Inc. Haynes, M. E. 1997, Effective meeting skills: A practical guide for more productive meetings (Rev. ed.). Menlo Park, CA: Crisp Publications, Inc. Kirkpatrick, D. 2006. How to conduct productive meetings: Strategies, tips, and tools to ensure your next meeting is well planned and effective. Alexandria, VA: ASTD Press. Microsoft Cooperation 2005, Survey finds workers average only three productive days per week. Retrieved November 30, 2008, from http://www.microsoft.com/presspass/press/2005/mar05/03-15ThreeProductiveDaysPR.mspx Miller, R. F. & Pincus, M. 2004, Running a meeting that works (3rd ed.). Hauppauge, NY: Barron’s. Streibel, B. J. 2003, The manager’s guide to effective meetings. New York: McGraw-Hill. Read More