Chairing a meeting - Revision history

Asbkru: /* Annotated bibliography */

2021-02-28T21:46:42Z

Annotated bibliography

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	* '''The Essential Managers Handbook by DK'''. This book offers an extensive, yet easy to access guide to many of the problems project managers face on a daily basis. This includes a part about participating and holding effective meetings. It also covers communication and how to communicate effectively as a project manager. And as such it is useful for prospective project managers to approach and refine their work as project manager. While not everything it offers is directly related to this article, many of the things in it can be extrapolated and used in a setting as a chair of a meeting, this could for example be how to present.		* '''The Essential Managers Handbook by DK'''. This book offers an extensive, yet easy to access guide to many of the problems project managers face on a daily basis. This includes a part about participating and holding effective meetings. It also covers communication and how to communicate effectively as a project manager. And as such it is useful for prospective project managers to approach and refine their work as project manager. While not everything it offers is directly related to this article, many of the things in it can be extrapolated and used in a setting as a chair of a meeting, this could for example be how to present.

	* '''Chairing - developing a key skill by W. David Rees and Christine Porter'''. <ref name = "Rees"/> This article discusses how a person effectively chairs a meeting. While other articles referenced in ~~this~~ article offers a more step-by-step guide to holding effective meetings, this article offers a deeper understanding of group dynamics and how to use sociograms to be aware of certain interactions in the meeting it self. This can be used when planning the practicalities of the meeting such as who should sit where around the meeting table.		* '''Chairing - developing a key skill by W. David Rees and Christine Porter'''. <ref name = "Rees"/> This article discusses how a person effectively chairs a meeting. While other articles referenced in the wiki article offers a more step-by-step guide to holding effective meetings, this article offers a deeper understanding of group dynamics and how to use sociograms to be aware of certain interactions in the meeting it self. This can be used when planning the practicalities of the meeting such as who should sit where around the meeting table.

	* '''How to Run a More Effective Meeting by Adam Bryant'''. <ref name = "NYTimes"/> This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.		* '''How to Run a More Effective Meeting by Adam Bryant'''. <ref name = "NYTimes"/> This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.

Asbkru: /* During the meeting */

2021-02-28T21:41:25Z

During the meeting

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	=== During the meeting ===		=== During the meeting ===

	As a project manager a lot of time has been put into the preparation work before the meeting itself. That work can however be made less useful if the project manager does not chair the meeting properly. In order to do this, the project manager has to make sure that the meeting progresses smoothly while allowing the attendees to voice their opinion, and also leaving enough time for discussions if they are necessary prior to making decisions. Several things make running ~~the~~ meeting ~~itself smoothly~~.		As a project manager a lot of time has been put into the preparation work before the meeting itself. That work can however be made less useful if the project manager does not chair the meeting properly. In order to do this, the project manager has to make sure that the meeting progresses smoothly while allowing the attendees to voice their opinion, and also leaving enough time for discussions if they are necessary prior to making decisions. Several things make running a smooth meeting possible.

	1. Start the meeting on time. Most people have a busy workday, and waiting five to ten minutes before starting the meeting will feel like a waste of time for those of the attendees who were on time. <ref name = "Biggs"/>		1. Start the meeting on time. Most people have a busy workday, and waiting five to ten minutes before starting the meeting will feel like a waste of time for those of the attendees who were on time. <ref name = "Biggs"/>

Asbkru at 21:29, 28 February 2021

2021-02-28T21:29:50Z

← Older revision		Revision as of 21:29, 28 February 2021
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			By ''s153470 - Asbjørn Martin Kruuse''

	== Abstract ==		== Abstract ==

Asbkru: /* References */

2021-02-28T21:24:44Z

References

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	<ref name = "Rees"> W. David Rees and Christine Porter\| 2003 \| Chairing - developing a key skill</ref>		<ref name = "Rees"> W. David Rees and Christine Porter\| 2003 \| Chairing - developing a key skill</ref>
	<ref name = "Ariana"> Ariana Girdler\| Efficient Meetings - 7 Tips To Run an Effective Meeting \| Retrieved from: https://www.youtube.com/watch?v=Xp0VAutGFyg&ab_channel=AdrianaGirdler</ref>		<ref name = "Ariana"> Ariana Girdler\| Efficient Meetings - 7 Tips To Run an Effective Meeting \| Retrieved from: https://www.youtube.com/watch?v=Xp0VAutGFyg&ab_channel=AdrianaGirdler</ref>
	</references>		<ref name = "NYTimes"> Adam Bryant, New York Times \| How to Run a More Effective Meeting \| Retrieved from: https://www.nytimes.com/guides/business/how-to-run-an-effective-meeting</ref>
			</references>

Asbkru: /* Annotated bibliography */

2021-02-28T21:23:03Z

Annotated bibliography

← Older revision		Revision as of 21:23, 28 February 2021
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	* '''The Essential Managers Handbook by DK'''. This book offers an extensive, yet easy to access guide to many of the problems project managers face on a daily basis. This includes a part about participating and holding effective meetings. It also covers communication and how to communicate effectively as a project manager. And as such it is useful for prospective project managers to approach and refine their work as project manager. While not everything it offers is directly related to this article, many of the things in it can be extrapolated and used in a setting as a chair of a meeting, this could for example be how to present.		* '''The Essential Managers Handbook by DK'''. This book offers an extensive, yet easy to access guide to many of the problems project managers face on a daily basis. This includes a part about participating and holding effective meetings. It also covers communication and how to communicate effectively as a project manager. And as such it is useful for prospective project managers to approach and refine their work as project manager. While not everything it offers is directly related to this article, many of the things in it can be extrapolated and used in a setting as a chair of a meeting, this could for example be how to present.

	* '''Chairing - developing a key skill by W. David Rees and Christine Porter'''. This article discusses how a person effectively chairs a meeting. While other articles referenced in this article offers a more step-by-step guide to holding effective meetings, this article offers a deeper understanding of group dynamics and how to use sociograms to be aware of certain interactions in the meeting it self. This can be used when planning the practicalities of the meeting such as who should sit where around the meeting table.		* '''Chairing - developing a key skill by W. David Rees and Christine Porter'''. <ref name = "Rees"/> This article discusses how a person effectively chairs a meeting. While other articles referenced in this article offers a more step-by-step guide to holding effective meetings, this article offers a deeper understanding of group dynamics and how to use sociograms to be aware of certain interactions in the meeting it self. This can be used when planning the practicalities of the meeting such as who should sit where around the meeting table.

	* '''How to Run a More Effective Meeting by Adam Bryant'''. This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.		* '''How to Run a More Effective Meeting by Adam Bryant'''. <ref name = "NYTimes"/> This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.

	* '''7 Tips To Run an Effective Meeting by Ariana Girdler (Video)'''. [https://www.linkedin.com/in/adriana-girdler-cet-pmp-0a95484/ Ariana Girdler], an award winning project manager and productivity specialist shares her 7 best tips for more effective meetings. A few of them are talked about in this article, however she dives into some more practical and down to earth practices to improve productivity in project management.		* '''7 Tips To Run an Effective Meeting by Ariana Girdler (Video)'''. <ref name = "Ariana"/> [https://www.linkedin.com/in/adriana-girdler-cet-pmp-0a95484/ Ariana Girdler], an award winning project manager and productivity specialist shares her 7 best tips for more effective meetings. A few of them are talked about in this article, however she dives into some more practical and down to earth practices to improve productivity in project management.

	== References ==		== References ==

Asbkru: /* After the meeting */

2021-02-28T21:21:52Z

After the meeting

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	When the meeting is over, the project manager is not finished with the meeting entirely as there are several things that has to be done.		When the meeting is over, the project manager is not finished with the meeting entirely as there are several things that has to be done.

	1. The first thing that should be done after the meeting is sending out the minutes, or at least the important decisions made at the meeting. This should also include tasks given to the individual attendees. The minutes should be sent to the attendees within 24 hours, and preferably before that <ref name = "Ariana"/>.		1. The first thing that should be done after the meeting is sending out the minutes, or at least the important decisions made at the meeting. This should also include tasks given to the individual attendees. The minutes should be sent to the attendees within 24 hours, and preferably before that. <ref name = "Ariana"/>

	2. Make sure that the tasks given at the meeting are actually carried out. Often a project manager will delegate tasks at the meeting to different people. It could also be that certain people naturally are responsible for specific tasks, but it should still be followed up upon. Here the project manager is responsible for making sure the tasks are done, and sending out an e-mail after the meeting summarizing the tasks will make this easier for the project manager.		2. Make sure that the tasks given at the meeting are actually carried out. Often a project manager will delegate tasks at the meeting to different people. It could also be that certain people naturally are responsible for specific tasks, but it should still be followed up upon. Here the project manager is responsible for making sure the tasks are done, and sending out an e-mail after the meeting summarizing the tasks will make this easier for the project manager.

Asbkru: /* During the meeting */

2021-02-28T21:21:29Z

During the meeting

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	1. Start the meeting on time. Most people have a busy workday, and waiting five to ten minutes before starting the meeting will feel like a waste of time for those of the attendees who were on time. <ref name = "Biggs"/>		1. Start the meeting on time. Most people have a busy workday, and waiting five to ten minutes before starting the meeting will feel like a waste of time for those of the attendees who were on time. <ref name = "Biggs"/>

	2. Make sure that someone is assigned to take minutes for the meeting.<ref name = "Diana"/> This makes it possible to go back at a later date and see which decisions where made and who was responsible for doing which task after the meeting. It is possible to find a secretary for the meeting before it starts, but it is not a requirement. It is also useful to be in agreement about how detailed the minutes should be. Should they just reflect the final decisions, and who is responsible for what, or should it also include the discussions during the meeting and who said what?		2. Make sure that someone is assigned to take minutes for the meeting. <ref name = "Diana"/> This makes it possible to go back at a later date and see which decisions where made and who was responsible for doing which task after the meeting. It is possible to find a secretary for the meeting before it starts, but it is not a requirement. It is also useful to be in agreement about how detailed the minutes should be. Should they just reflect the final decisions, and who is responsible for what, or should it also include the discussions during the meeting and who said what?

	3. Keep the meeting in order. <ref name = "Biggs"/> The attendees should speak only after getting permission from the chair in order to avoid cross-table discussions and small talk. This point can be adjusted depending on the formality of the meeting. Small informal meetings might require a less strict order from the chair, while larger meetings will require a more strict order in order to keep the meeting on time.		3. Keep the meeting in order. <ref name = "Biggs"/> The attendees should speak only after getting permission from the chair in order to avoid cross-table discussions and small talk. This point can be adjusted depending on the formality of the meeting. Small informal meetings might require a less strict order from the chair, while larger meetings will require a more strict order in order to keep the meeting on time.

Asbkru: /* Before meeting */

2021-02-28T21:21:02Z

Before meeting

Asbkru: /* The need for effective meetings */

2021-02-28T21:19:42Z

The need for effective meetings

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	== The need for effective meetings ==		== The need for effective meetings ==

	When managing a project, portfolio or program, an essential requirement is communicating with relevant people. As a project manager it is important to make sure the projects become a succes through effective and efficient management. In order to make sure that the project is moving forward according to the planned schedule it is necessary for the people executing the project to know when and what they have to do. To do this many project managers use meetings as a tool to inform multiple members of the team at once, while simultaneously getting updates from the same members if things are not going to plan. However, if the meetings are not used properly by the project manager, they can be a waste of time and company resources and ultimately delay the project finish date as well as exceed the expenses. While a project manager might have a focus on the larger aspects of the project, small things like having timely meetings and also not wasting time on meetings are essential for the big time schedules to go as planned. According to a 2012 survey done by the site [https://www.salary.com/ salary.com], the number one reason for employees wasting time on work, was ineffective meetings. <ref name = "Salary1"/>. The same result was found in the 2013 study. <ref name = "Salary2"/>		When managing a project, portfolio or program, an essential requirement is communicating with relevant people. As a project manager it is important to make sure the projects become a succes through effective and efficient management. In order to make sure that the project is moving forward according to the planned schedule it is necessary for the people executing the project to know when and what they have to do. To do this many project managers use meetings as a tool to inform multiple members of the team at once, while simultaneously getting updates from the same members if things are not going to plan. However, if the meetings are not used properly by the project manager, they can be a waste of time and company resources and ultimately delay the project finish date as well as exceed the expenses. While a project manager might have a focus on the larger aspects of the project, small things like having timely meetings and also not wasting time on meetings are essential for the big time schedules to go as planned. According to a 2012 survey done by the site [https://www.salary.com/ salary.com], the number one reason for employees wasting time on work, was ineffective meetings. <ref name = "Salary1"/> The same result was found in the 2013 study. <ref name = "Salary2"/>

	While it might seem obvious that having good meeting practices will help the project forward, it is not always the case that companies follow that. Most people working have at some point or another complained that they are having too many meetings that interrupt their work, while also complaining if they don't have enough information through meetings and feeling left in the dark. Good meeting practices is also something that is often not noticed when it works as it is supposed to, but when it does not work it creates a variety of problems.		While it might seem obvious that having good meeting practices will help the project forward, it is not always the case that companies follow that. Most people working have at some point or another complained that they are having too many meetings that interrupt their work, while also complaining if they don't have enough information through meetings and feeling left in the dark. Good meeting practices is also something that is often not noticed when it works as it is supposed to, but when it does not work it creates a variety of problems.

Asbkru: /* Annotated bibliography */

2021-02-28T21:18:57Z

Annotated bibliography

← Older revision		Revision as of 21:18, 28 February 2021
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	* '''How to Run a More Effective Meeting by Adam Bryant'''. This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.		* '''How to Run a More Effective Meeting by Adam Bryant'''. This New York Times article offers a view on which items they find essential in order to have effective meetings. This also includes items not found in this wiki article regarding the role of the chair when making decisions. For example whether a decision is made by consensus or whether a person as chair has the final say in every matter. This is definitely important thoughts for a project manager to consider.

			* '''7 Tips To Run an Effective Meeting by Ariana Girdler (Video)'''. [https://www.linkedin.com/in/adriana-girdler-cet-pmp-0a95484/ Ariana Girdler], an award winning project manager and productivity specialist shares her 7 best tips for more effective meetings. A few of them are talked about in this article, however she dives into some more practical and down to earth practices to improve productivity in project management.

	== References ==		== References ==

← Older revision		Revision as of 21:21, 28 February 2021
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	In order to have a productive meeting, a lot of the work starts before the meeting is actually held. There are several things a project manager has to do and think about before the meeting is held. The first part is deciding on the basics of the meeting why is this meeting being held, who should attend the meeting, when and where should the meeting be held and what should be discussed in the meeting. These questions are based on the method five W's <ref name = "Wikipedia"/> which is used in problem solving, but here makes the project manager consider the practicalities of the meeting.		In order to have a productive meeting, a lot of the work starts before the meeting is actually held. There are several things a project manager has to do and think about before the meeting is held. The first part is deciding on the basics of the meeting why is this meeting being held, who should attend the meeting, when and where should the meeting be held and what should be discussed in the meeting. These questions are based on the method five W's <ref name = "Wikipedia"/> which is used in problem solving, but here makes the project manager consider the practicalities of the meeting.

	1. Why: "Why is this meeting being held?", or more accurately "Why is this meeting necessary?" is the essential question to ask before planning a meeting, since if the meeting is not necessary the other practicalities does not matter <ref name = "Nature"/>. When considering if a meeting is necessary the project manager should consider the work hours that goes into the meeting. If the project manager is planning an hour long meeting with 5 people, he is using five hours of company resources, so the outcome of the meeting should be worth more than those five hours.		1. Why: "Why is this meeting being held?", or more accurately "Why is this meeting necessary?" is the essential question to ask before planning a meeting, since if the meeting is not necessary the other practicalities does not matter. <ref name = "Nature"/> When considering if a meeting is necessary the project manager should consider the work hours that goes into the meeting. If the project manager is planning an hour long meeting with 5 people, he is using five hours of company resources, so the outcome of the meeting should be worth more than those five hours.

	When asking why the meeting is necessary, it should also be considered what type of meeting it is <ref name = "Lifesize"/>. The type of the meeting also has influence on which employees should be invited, and therefore it should be decided early in the process. For status meetings especially the project manager should think whether it is necessary with a meeting, or if it could be accomplished by e-mail.		When asking why the meeting is necessary, it should also be considered what type of meeting it is. <ref name = "Lifesize"/> The type of the meeting also has influence on which employees should be invited, and therefore it should be decided early in the process. For status meetings especially the project manager should think whether it is necessary with a meeting, or if it could be accomplished by e-mail.

	2. Who: In order to have a productive meeting, it is important to have the correct people as well as the correct amount of people at the meeting. If there is too many attending the meeting it might be difficult to get opinions from everyone, and based on the work hours mentioned above, it might also be a waste of time for some of the people attending the meeting. If too few people are attending the meeting, there might be key information that is missing in order to make the correct decisions, while also possibly missing people who should be involved in making those decisions. So having the right number of key employees attending the meeting is imperative. <ref name = "ManIssue"/>		2. Who: In order to have a productive meeting, it is important to have the correct people as well as the correct amount of people at the meeting. If there is too many attending the meeting it might be difficult to get opinions from everyone, and based on the work hours mentioned above, it might also be a waste of time for some of the people attending the meeting. If too few people are attending the meeting, there might be key information that is missing in order to make the correct decisions, while also possibly missing people who should be involved in making those decisions. So having the right number of key employees attending the meeting is imperative. <ref name = "ManIssue"/>
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	5. What: If the previous questions have been answered, the topic of the meeting should seem clear now. Nonetheless it is still useful to formally describe what the meeting should be about. This makes it easier to make the agenda for the meeting, while also ensuring that the meeting participants are on the same page regarding the topic of the meeting.		5. What: If the previous questions have been answered, the topic of the meeting should seem clear now. Nonetheless it is still useful to formally describe what the meeting should be about. This makes it easier to make the agenda for the meeting, while also ensuring that the meeting participants are on the same page regarding the topic of the meeting.

	After answering the 5 W's, the project manager should have an idea of why the meeting is necessary, who should attend, where and when the meeting is as well as what the meeting is about. This leads to the next part which is setting the agenda for the meeting. Writing down the agenda makes it clear to the participants what they should expect for the meeting, the agenda should preferably be sent out before the meeting it self so the attendees has a chance to familiarize themselves with the agenda <ref name = "Biggs"/>.		After answering the 5 W's, the project manager should have an idea of why the meeting is necessary, who should attend, where and when the meeting is as well as what the meeting is about. This leads to the next part which is setting the agenda for the meeting. Writing down the agenda makes it clear to the participants what they should expect for the meeting, the agenda should preferably be sent out before the meeting it self so the attendees has a chance to familiarize themselves with the agenda. <ref name = "Biggs"/>

	When the agenda is made for the meeting, the meeting should be called and the agenda distributed together with the invite. Sending out the agenda prior to the meeting gives the meeting guests a chance to view the topics for discussion, and make them consider their opinions prior to the meeting. This can help making the meeting proceed quicker since people has a opportunity to prepare their arguments before the meeting.		When the agenda is made for the meeting, the meeting should be called and the agenda distributed together with the invite. Sending out the agenda prior to the meeting gives the meeting guests a chance to view the topics for discussion, and make them consider their opinions prior to the meeting. This can help making the meeting proceed quicker since people has a opportunity to prepare their arguments before the meeting.
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	Since the agenda offers to make the meeting more effective if done correctly, it is also important that the project manager takes the necessary time to make the agenda. Several things can be done in order to improve the agenda. Not every item is applicable for every meeting, but can be considered.		Since the agenda offers to make the meeting more effective if done correctly, it is also important that the project manager takes the necessary time to make the agenda. Several things can be done in order to improve the agenda. Not every item is applicable for every meeting, but can be considered.

	1. State whether each item is for information, for discussion or for making a decision <ref name = "ManIssue"/>. This helps the meeting attendees understand why each item is on the agenda. This also helps during the meeting, if, for instance, a discussion is starting to take place under an information item, the chair of the meeting can stop the discussion while referring to the agenda.		1. State whether each item is for information, for discussion or for making a decision. <ref name = "ManIssue"/> This helps the meeting attendees understand why each item is on the agenda. This also helps during the meeting, if, for instance, a discussion is starting to take place under an information item, the chair of the meeting can stop the discussion while referring to the agenda.

	2. Place important items early in the meeting <ref name = "ManIssue"/>. This is especially applicable for longer meetings where people might get tired towards the end. Placing important items early ensures that people are still fresh when making important decisions or discussing important items.		2. Place important items early in the meeting. <ref name = "ManIssue"/> This is especially applicable for longer meetings where people might get tired towards the end. Placing important items early ensures that people are still fresh when making important decisions or discussing important items.

	3. Include a short background for each item as well as noting the reason it is included <ref name = "Biggs"/>		3. Include a short background for each item as well as noting the reason it is included. <ref name = "Biggs"/>

	4. Include the names of the attendees at the top, together with their responsibilities and who they represent. <ref name = "Biggs"/>		4. Include the names of the attendees at the top, together with their responsibilities and who they represent. <ref name = "Biggs"/>