Team Leadership

Appendix 1

MANAGING MEETINGS: A TOOLKIT

lecture outline

managing meetings

1 Senior managers spend 23 hours a week in meetings, middle managers spend 35 percent of their time in meetings a week, and top managers spend 50 to 80 percent of their time in meetings a week

2 However, 28 percent of professionals believe meetings are unproductive

3 Forty-five percent of professionals believe that they would be more productive if meetings were banned one day a week

4 Managers resort to using various tactics (Exhibit A1-1)

4p meeting management model (Exhibit a1-2)

1 Key steps

1 Specify purpose of meeting

2 Invite the right people

3 Carefully plan the meeting content and format

4 Effectively manage the meeting’s process

2 Skilled meeting managers organize the meeting not by who is there, but what is to be done

3 Organize discussions around five key planning questions

1 Why meet?

2 Who to include?

3 What to discuss?

4 How to record ideas?

5 Where to meet?

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dealing with problem people in meetings

1 List of typical meeting member roles to distribute before meeting (Exhibit A1-3)

advice for meeting attendees

A. Determine if you need to attend the meeting

B. Prepare

C. Be on time

D. Ask for clarification on points that are unclear or ambiguous

E. When giving information, be precise and to the point

F. Listen

G. Be supportive of other group members

H. Ensure equitable participation

I. Make disagreements principle-based

J. Act and react in a way that will enhance group performance

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common meeting diseases and fallacies

1 The overcommitment phenomenon

1 Symptoms and treatment

2 Calls for more information

1 Symptoms