Effective meetings - Revision history

S194772: /* Agenda */

2023-05-09T22:08:13Z

Agenda

← Older revision		Revision as of 22:08, 9 May 2023
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	==== Agenda ====		==== Agenda ====
	An agenda provides a structure to keep the meeting on course and is one of the simplest yet most powerful tools for an effective meeting. According to Leach et al. (2009) study, a written agenda and completion of all planned agenda items during the meeting are two design characteristics that participants report influence the perception of a meeting as a good meeting.		An agenda provides a structure to keep the meeting on course and is one of the simplest yet most powerful tools for an effective meeting. According to Leach et al. (2009)<ref name=Medicine9> ''Leach DJ, Rogelberg SJ, Warr PB, Burnfield JL. Perceived meeting characteristics: The role of design characteristics. Journal of Business Psychology. 2009;24:65–76. doi: 10.1007/s10869-009-9092-6 '' </ref> study, a written agenda and completion of all planned agenda items during the meeting are two design characteristics that participants report influence the perception of a meeting as a good meeting.

	To set a good agenda the starting point should be the goal of the meeting. Identify the specific goal(s) the team wish to accomplish with the meeting and create an agenda as a roadmap to achieve these. Creating a good meeting agenda is a discipline by itself and requires practice, below is some general guidelines.		To set a good agenda the starting point should be the goal of the meeting. Identify the specific goal(s) the team wish to accomplish with the meeting and create an agenda as a roadmap to achieve these. Creating a good meeting agenda is a discipline by itself and requires practice, below is some general guidelines.
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	An article from Harvard business review set a list of guidelines to follow when crating an agenda to ensure engagement with the participants and maintain high productivity throughout the meeting. The key takeaways from the article were to always seek input from your team to ensure the meeting reflects their current needs and that the topics discussed affect all participants of the meeting and require the whole team’s effort to solve. Another tactic to improve meetings is to let your team know if the purpose of the discussion is to share information, seek input on a decision, or make a decision. And indicate on the agenda who is leading each discussion so they can prepare.<ref name=LPM5> ''How to design an agenda for an effective meeting (2015) Harvard Business Review. Available at: https://hbr.org/2015/03/how-to-design-an-agenda-for-an-effective-meeting (Accessed: April 9, 2023). '' </ref>		An article from Harvard business review set a list of guidelines to follow when crating an agenda to ensure engagement with the participants and maintain high productivity throughout the meeting. The key takeaways from the article were to always seek input from your team to ensure the meeting reflects their current needs and that the topics discussed affect all participants of the meeting and require the whole team’s effort to solve. Another tactic to improve meetings is to let your team know if the purpose of the discussion is to share information, seek input on a decision, or make a decision. And indicate on the agenda who is leading each discussion so they can prepare.<ref name=LPM5> ''How to design an agenda for an effective meeting (2015) Harvard Business Review. Available at: https://hbr.org/2015/03/how-to-design-an-agenda-for-an-effective-meeting (Accessed: April 9, 2023). '' </ref>

	Additionally they recommend starting every meeting by reviewing the agenda to account for modifications. And end the meeting with an evaluation of the meeting process to make every meeting a learning experience and thereby continuously improve team meetings.		Additionally they recommend starting every meeting by reviewing the agenda to account for modifications. And end the meeting with an evaluation of the meeting process to make every meeting a learning experience and thereby continuously improve team meetings.

	====Participants====		====Participants====

S194772: /* Identifying bad meeting behavior */

2023-05-09T22:04:46Z

Identifying bad meeting behavior

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	* People focus on specific details of an issue that does not concern all or most of the meeting participants		* People focus on specific details of an issue that does not concern all or most of the meeting participants
	* One person is allowed to dominate the conversation		* One person is allowed to dominate the conversation
	If one or more of these identifiers are observed regularly it is a sign there are problems with he current meeting culture. It can be difficult to pinpoint the exact causes that make a meeting boring for the participants. An easy step for a project manager to reduce waste time in meetings is to ensure that all participants has a specific goal for participating in the meeting. ~~For example for a designer the goal of a client meeting could be to specify…~~ As a manager it is always important to consider why this specific person will benefit from this meeting, this will also reduce the “useless” meetings that people often complain about.		If one or more of these identifiers are observed regularly it is a sign there are problems with he current meeting culture. It can be difficult to pinpoint the exact causes that make a meeting boring for the participants. An easy step for a project manager to reduce waste time in meetings is to ensure that all participants has a specific goal for participating in the meeting. As a manager it is always important to consider why this specific person will benefit from this meeting, this will also reduce the “useless” meetings that people often complain about.

	==== Decision making in small groups ====		==== Decision making in small groups ====

S194772: /* Using PRINCE2 standards for meetings */

2023-05-09T21:57:17Z

Using PRINCE2 standards for meetings

← Older revision		Revision as of 21:57, 9 May 2023
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	== Using PRINCE2 standards for meetings==		== Using PRINCE2 standards for meetings==
	PRINCE2 (PRojects IN Controlled Environments) is a project management methodology that provides a framework for effective project management. While Prince2 does not have specific guidelines for conducting meetings, there are several principles and best practices that can be applied to improve meetings and increase effectiveness.		PRINCE2<ref name=Prince2> ''Nigel Bennett,Robert Buttrick. “Managing Successful Projects with PRINCE2"; 2017.'' </ref> (PRojects IN Controlled Environments) is a project management methodology that provides a framework for effective project management. While Prince2 does not have specific guidelines for conducting meetings, there are several principles and best practices that can be applied to improve meetings and increase effectiveness.

	Firstly, PRINCE2 has clear objectives and agenda as one of their key principles and they emphasize that every project should have clearly defined objectives. Similarly, meetings should also have clear objectives and an agenda that outlines the topics to be discussed. By ensuring all participants are aware of the purpose of the meeting and what is expected of them, the meeting can stay on track and be more productive.		Firstly, PRINCE2 has clear objectives and agenda as one of their key principles and they emphasize that every project should have clearly defined objectives. Similarly, meetings should also have clear objectives and an agenda that outlines the topics to be discussed. By ensuring all participants are aware of the purpose of the meeting and what is expected of them, the meeting can stay on track and be more productive.

S194772: /* Environment and Equipment */

2023-05-09T21:54:38Z

Environment and Equipment

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	==== Environment and Equipment ====		==== Environment and Equipment ====
	An uncomfortable environment and malfunctioning equipment can lessen the effectiveness of a meeting (Hood, 2013) even if the agenda was otherwise well planned. The effects of the chosen environment should not be underestimated as they can greatly affect how the participants perceive the meeting and its effectiveness. The meeting leader is encouraged to come a few minutes early to ensure all necessary equipment is there and functioning. Choosing the right format for the meeting is also important. In general, physical meetings are preferred for most types of meetings but circumstances may make an online or combination meeting compulsory. Below are the pros and cons of each meeting type to assist in the decision making.		An uncomfortable environment and malfunctioning equipment can lessen the effectiveness of a meeting (Hood, 2013)<ref name=Medicine8> ''Hood JH. The “how to” book of meetings: Conducting effective meetings. Adelaide, Australia: WordCraft Global; 2013.'' </ref> even if the agenda was otherwise well planned. The effects of the chosen environment should not be underestimated as they can greatly affect how the participants perceive the meeting and its effectiveness. The meeting leader is encouraged to come a few minutes early to ensure all necessary equipment is there and functioning. Choosing the right format for the meeting is also important. In general, physical meetings are preferred for most types of meetings but circumstances may make an online or combination meeting compulsory. Below are the pros and cons of each meeting type to assist in the decision making.
	{\| class="wikitable" style="margin:auto"		{\| class="wikitable" style="margin:auto"
	\|+ Environment and Equipment		\|+ Environment and Equipment

S194772: /* Participants */

2023-05-09T21:53:53Z

Participants

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	====Participants====		====Participants====

	Meeting effectiveness is highly dependent on having the correct people involved and limiting invitations to those who will make a contribution to agenda items. Including redundant participants may have detrimental impact on the meeting by participating less, engaging in off-task behaviour, and establishing nonparticipation as an acceptable behaviour pattern (Ludwig & Frazier, 2012). If non essential participants are invited (e.g., a person who is observing a brainstorm) make sure to engage them by assigning a task such as taking minutes.		Meeting effectiveness is highly dependent on having the correct people involved and limiting invitations to those who will make a contribution to agenda items. Including redundant participants may have detrimental impact on the meeting by participating less, engaging in off-task behaviour, and establishing nonparticipation as an acceptable behaviour pattern (Ludwig & Frazier, 2012)<ref name=Medicine7> ''Ludwig TD, Frazier CB. Employee engagement and organizational behavior management. Journal of Organizational Behavior Management. 2012;32:75–82. doi: 10.1080/01608061.2011.619439'' </ref>. If non essential participants are invited (e.g., a person who is observing a brainstorm) make sure to engage them by assigning a task such as taking minutes.

	Some participants may only be crucial to a part of the meeting. In these cases it is recommended to plan the meeting to allow them to only partake in the discussions relevant for them. If a participant is crucial for a certain discussion to take place include their importance in the agenda or message them directly to ensure they prioritise the meeting.		Some participants may only be crucial to a part of the meeting. In these cases it is recommended to plan the meeting to allow them to only partake in the discussions relevant for them. If a participant is crucial for a certain discussion to take place include their importance in the agenda or message them directly to ensure they prioritise the meeting.

	==== Environment and Equipment ====		==== Environment and Equipment ====

S194772: /* Leading the meeting */

2023-05-09T21:51:51Z

Leading the meeting

← Older revision		Revision as of 21:51, 9 May 2023
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	Sharing information regarding the meeting in advance has the effects of; prompting meeting preparation activities, facilitate information gathering and distribution and alter performance of a meeting participant. Bailey and Burch (2010)<ref name=Medicine3> ''Bailey J, Burch M. 25 essential skills & strategies for the professional behavior analyst. New York, NY: Routledge; 2010 '' </ref> recommend sharing an agenda at least 24 h prior of the meeting to ensure time for sufficient preparation. Make sure to include all relevant information such as time, location, and other necessary instructions (e.g., online meeting link and how to prepare for discussions).		Sharing information regarding the meeting in advance has the effects of; prompting meeting preparation activities, facilitate information gathering and distribution and alter performance of a meeting participant. Bailey and Burch (2010)<ref name=Medicine3> ''Bailey J, Burch M. 25 essential skills & strategies for the professional behavior analyst. New York, NY: Routledge; 2010 '' </ref> recommend sharing an agenda at least 24 h prior of the meeting to ensure time for sufficient preparation. Make sure to include all relevant information such as time, location, and other necessary instructions (e.g., online meeting link and how to prepare for discussions).

	====Leading the meeting====		===Leading the meeting===
	Leading a meeting is in many ways similar to public speaking. Not all parts of meetings can be rehearsed however, certain elements such as opening, closing and introcuding meeting guidelines will benefit from practice. A good leader will make it easier for participants to contribute effectively and complete the meeting goals without wearing of course.		Leading a meeting is in many ways similar to public speaking. Not all parts of meetings can be rehearsed however, certain elements such as opening, closing and introcuding meeting guidelines will benefit from practice. A good leader will make it easier for participants to contribute effectively and complete the meeting goals without wearing of course.

	====Opening the meeting====		====Opening the meeting====

S194772: /* Leading the meeting */

2023-05-09T21:51:43Z

Leading the meeting

← Older revision		Revision as of 21:51, 9 May 2023
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	Upon stating the meeting the rules of the meeting should be briefly established followed by a revied of the meeting purpose and possible modifications to the agenda if necessary. Hereafter the meeting begins in earnest.		Upon stating the meeting the rules of the meeting should be briefly established followed by a revied of the meeting purpose and possible modifications to the agenda if necessary. Hereafter the meeting begins in earnest.

	===Leading the meeting===		====Leading the meeting====
	Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011)<ref name=Medicine5> ''Eaton, S. E. (2011, September 30). 21 leadership tips for chairing difficult meetings [Web log post]. Retrieved from https://drsaraheaton.wordpress.com/2011/09/30/leadership-tips-for-chairing-difficult-meetings/'' </ref>. Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.		Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011)<ref name=Medicine5> ''Eaton, S. E. (2011, September 30). 21 leadership tips for chairing difficult meetings [Web log post]. Retrieved from https://drsaraheaton.wordpress.com/2011/09/30/leadership-tips-for-chairing-difficult-meetings/'' </ref>. Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.

S194772: /* Leading the meeting */

2023-05-09T21:51:11Z

Leading the meeting

← Older revision		Revision as of 21:51, 9 May 2023
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	Upon stating the meeting the rules of the meeting should be briefly established followed by a revied of the meeting purpose and possible modifications to the agenda if necessary. Hereafter the meeting begins in earnest.		Upon stating the meeting the rules of the meeting should be briefly established followed by a revied of the meeting purpose and possible modifications to the agenda if necessary. Hereafter the meeting begins in earnest.

	====Leading the meeting====		===Leading the meeting===
	Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011)<ref name=Medicine5> ''Eaton, S. E. (2011, September 30). 21 leadership tips for chairing difficult meetings [Web log post]. Retrieved from https://drsaraheaton.wordpress.com/2011/09/30/leadership-tips-for-chairing-difficult-meetings/'' </ref>. Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.		Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011)<ref name=Medicine5> ''Eaton, S. E. (2011, September 30). 21 leadership tips for chairing difficult meetings [Web log post]. Retrieved from https://drsaraheaton.wordpress.com/2011/09/30/leadership-tips-for-chairing-difficult-meetings/'' </ref>. Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.

S194772: /* Schedule */

2023-05-09T21:50:40Z

Schedule

← Older revision		Revision as of 21:50, 9 May 2023
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	====Schedule====		====Schedule====

	Some organisations will designate daily times for group meetings to minimise the interference with other tasks and avoid having meetings at times where the natural physiological cycle are on lowered alert (e.g., mid-afternoon; Grady, 2013). Finishing a meeting on time is important for morale it is therefore recommended to only have 50 minutes of content for a 1 hour meeting.		Some organisations will designate daily times for group meetings to minimise the interference with other tasks and avoid having meetings at times where the natural physiological cycle are on lowered alert (e.g., mid-afternoon; Grady, 2013)<ref name=Medicine6> ''Grady, D. (2013, October). How to save the world (or at least yourself) from bad meetings [Video file]. Retrieved from www.ted.com/talks/david_grady_how_to_save_the_world_or_at_least_yourself_from_bad_meetings'' </ref>. Finishing a meeting on time is important for morale it is therefore recommended to only have 50 minutes of content for a 1 hour meeting.

	The perception of a meeting will depend highly on how it fits into the participants schedule. If the meeting is perceived to interrupt productive work it will be viewed as an aversive event while meetings which fall as a convenient break between tasks will be viewed as engaging and meeting might become a preferred event.		The perception of a meeting will depend highly on how it fits into the participants schedule. If the meeting is perceived to interrupt productive work it will be viewed as an aversive event while meetings which fall as a convenient break between tasks will be viewed as engaging and meeting might become a preferred event.

	====Premeeting communication====		====Premeeting communication====

S194772: /* Leading the meeting */

2023-05-09T21:49:51Z

Leading the meeting

← Older revision		Revision as of 21:49, 9 May 2023
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	====Leading the meeting====		====Leading the meeting====
	Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011). Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.		Provided the previous steps were completed successfully this should be the step where the meeting leader should have the least work. Generally observing the flow of the meeting, interrupting when needed and ensuring the discussions stay within topic and timeframe. The meeting leader is ultimately responsible for managing these behaviours and responding in ways that keep the meeting on track (Eaton, 2011)<ref name=Medicine5> ''Eaton, S. E. (2011, September 30). 21 leadership tips for chairing difficult meetings [Web log post]. Retrieved from https://drsaraheaton.wordpress.com/2011/09/30/leadership-tips-for-chairing-difficult-meetings/'' </ref>. Depending on the type of leader you are this step can be done many different ways and it is difficult to provide general advice. The best general practice is to establish solid rules for meeting participation and refer to these whenever necessary.

	====Closing the meeting====		====Closing the meeting====