EffectiveMeetingManagement英文版.pptx
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EffectiveMeetingManagement英文版.pptx
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ConsultingSkillsWorkshopEffectiveMeetingManagementConsultingSkillsWorkshopGoalsofthismoduleTodiscussmeetingmanagementconceptsandrolesplayedbyworkteammemberstoensureeffectivemeetingoutcomesTeachyouthetoolsandtechniquesofeffectivemeetingmanagementTounderstandoneofourcriticaldifferentiatorsindeliveringtoclients2004Capgemini-AllrightsreservedConsultingSkillsWorkshopRegardlessofyourrole,youarejudgedonhowyouhandleameetingTimeManagement?
Managerial/LeadershipSkills?
ExecutivePresence?
ProblemSolvingCapabilities?
ConsultingSkillsWorkshopWeparticipateinalltypesofmeetingsKick-offProjectcoordinationProgrammeupdateClose-outBriefingCoachingMobilisationeventsBrainstormingsessionsSteeringgroupmeetingPerformancereviewDecisionmakingValidationGatheringinformationSalesmeetingConsultingSkillsWorkshopDependingontheobjectives,meetingrequiretherightamountofpresentationandfacilitationskillsSource:
HowtoLeadWorkTeams:
FacilitationSkills,FranRees.Lecture/PresentationFacilitatingPresenting80%20%80%20%50%50%DecisionmakingProblem-solvingBrainstormingOne-wayinformationsharingTwo-waysinformationsharingMobilisationConsultingSkillsWorkshopMeetingRoles2004Capgemini-AllrightsreservedConsultingSkillsWorkshopAminimumofthreerolesisrequiredtorunasuccessfulmeetingAdditionalrolescanbeassignedTimeKeeperExpertsDecisionMakerObserver“BadGuy”RESOURCESFACILITATORLEADERConsultingSkillsWorkshopMeetingroles:
Leader“Owns”themeetingsetstheobjectivesDeterminestheparticipantsProvidessupport,information,andresourcesSetsthetoneEncouragescreativityMakesdecisionsDemandseriouspreparation,attention,andeffortSethigh,butreasonableandachievableexpectationsSpeakintermsof“we”insteadof“I”MaketheteamrealizethatthetaskisimportantConsultingSkillsWorkshopThemeetingleaderownsthecontentandoutputofthemeetingThemeetingleaderisgenerallythepersonwhowantstoknow“theanswer”SetstheobjectivesofthemeetingAgreesattendeesProvidessupport,informationandresourcesAssignsaccountabilities(As)ifnecessarySetsthetoneEncouragescreativityMakesdecisionsSometimestheleaderandthefacilitatorarethesamepersonbutitrequiresmorerigorousfacilitation2004Capgemini-AllrightsreservedConsultingSkillsWorkshopMeetingleadersbehaviour:
setsthetoneDemandseriouspreparation,attention,andeffortSethighbutreasonable,achievableexpectationsSpeakintermsof“we”insteadof“I”MaketheteamrealisethatthetaskisimportantConsultingSkillsWorkshopMeetingroles:
FacilitatorGuidestheprocessMakeit“safe”foreveryonetoparticipateRecordsgroupideasanddecisionsMonitorstimecontractBringsteambackon-trackwhenneededHelpsheadlineandclarifyideasAidsteamperformanceProvidesfeedbackConsultingSkillsWorkshopThefacilitatorownsthemeetingPROCESSAdherencetogroundrulesAdherencetoagendaespeciallytimingsHarnessesgroupactivityTargetingquietmembersoftheteamCalmingextrovertmembersoftheteamEnsuringfullparticipationfromallmembersMakesit“safe”foreveryonetoparticipateRecordsanyissues(e.g.CarPark),ideasanddecisionsThefacilitatorisgenerallyresponsibleforthesmoothrunningofthemeetingThefacilitatorshouldnotcontributetocontent2004Capgemini-AllrightsreservedConsultingSkillsWorkshopFacilitatorsbehaviour:
makethemeetingsuccessfulGuidestheprocessMakeit“safe”foreveryonetoparticipateRecordsgroupideasanddecisionsMonitorstimecontractBringsteambackon-trackwhenneededHelpsheadlineandclarifyideasAidsteamperformanceProvidesfeedbackConsultingSkillsWorkshopMeetingroles:
Resource/TeammemberGeneratesideasandrecommendationsAdherestotheagendaPracticesgoodmeetingbehavioursCompletesassignedtasksParticipatesactivelyConsultingSkillsWorkshopTheteammembers/resourcingareresponsibleforcontributingpositivelyComepreparedwithanyinformation/datathatmayberequired,havedonebackgroundresearchasnecessary(gettingtherelevantinputfromotherse.g.theirdirectreports)ActivelylistenGenerateideasandrecommendationsNo“freeloading”orsittinginthebackgroundthinkingofotherissuesRaiseconcernsconstructivelyNowingingsessionsAdherestotheagendaandsticktoitCompleteassignedtasksParticipateactivelyPractisegoodmeetingbehavioursTeammembersaregenerallyaselectionofpeoplewhohavebeenpositivelyidentifiedashavingknowledgetoinputtoameeting2004Capgemini-AllrightsreservedConsultingSkillsWorkshopStepstoEffectiveMeetingManagement2004Capgemini-AllrightsreservedConsultingSkillsWorkshopStepstoaneffectivemeetingPlanDoReviewConsultingSkillsWorkshopThemajorityofprojecttimeshouldbespentinthe“plan”and“review”activitiesMeetingPreparationPLANConductMeetingDOMeetingFollow-UpREVIEWObjectivesandagendadeterminedContentANDprocessplannedDetermineappropriateplayersRolesandresponsibilitiesdefinedKeycontributorspre-positionedLogisticsarrangedAnypotentialbarriers/personality/agendaclashesidentifiedCarryouttheagendaEnsureallparticipantscontributeandrecordgroupthinkingPracticegoodmeetingbehaviourBringtoclosurewithnextsteps,accountabilitiesandtimetablesBenefitsandconcernsBringdiariesDebriefimmediatelyandevaluateeffectivenessCompareyourmeetingresultswithyouragendaandobjective(s)PublishandcirculatenextstepsFollow-uponnextstepsIncorporatebenefitsandconcernsinnextmeetingplan40%20%40%2004Capgemini-AllrightsreservedConsultingSkillsWorkshopStepstoEffectiveMeetingManagement:
Plan2004Capgemini-AllrightsreservedConsultingSkillsWorkshopEffectivemeetingsstartwithgoodplanningEstablishaclearneedforameetingToclarifyinformationalreadyprovidedTomakedecisionsTopersuadeorinspireDevelopaclearagendaArrangelogisticsIdentifyparticipantsDefinerolesandresponsibilitiesPre-positionkeycontributorsIdentifyandovercomepotentialbarriersEnsureapropermeetingenvironmentReviewpriormeetingbenefitsandconcernsConsultingSkillsWorkshopIdentifyandovercomepotentialbarriersBarriersmayincludeUninformedparticipantsUncooperativeparticipantsLackofauthoritytoaccomplishobjectiveUnresolvedconflictsbetweenparticipantsSolutionsmayincludeDisseminatinginformationpriortomeetingPre-positioningparticipantsSettingamorelimitedobjectiveNotmeetingProactivelyworkingconflictspriortothemeetingConsultingSkillsWorkshopEnsureapropermeetingenvironmentandgettherebeforethemeetingstartsMeetingplaceRoomsetupEquipmentandmaterialsRefreshmentsConsultingSkillsWorkshopStepstoEffectiveMeetingManagement:
Do2004Capgemini-AllrightsreservedConsultingSkillsWorkshopEffectivemeetingsrequirerigorousprocessmanagementFollowtheagendaRecordgroupthinkingPracticegoodmeetingbehavioursEncourageparticipationIdentifynextstepsCapturebenefitsandconcernsConsultingSkillsWorkshopTheagendaisyourmostpowerfultoolHelpsyouprepareCommunicatesexpectationsandobjectivesProvidesamechanismfororderandcontrolLimitsthetasksLimitstheparticipantsMeasuressuccess/failureofmeetingGuidelinesforaneffectiveagendaIdentifythetime,date,placeandparticipantsDescribeyourobjectivesTelltheparticipantshowtoprepareSettimelimitsScheduleitemsinoptimalorderDistributeinadvanceConsultingSkillsWorkshopTheagendashouldconsistentlycontaincoreitemsNextStepsPutupnextstepsatthestartofthemeetingsotheycanbeaddedatanytimeEnsureswefocusonactionandoutcomes,notinputsandproblemsReinforcespersonalaccountabilitytogetthingsdoneMaximiseslikelihoodofchangeSetspaceAgendaASampleAgendaObjectivesCaptureExpectationsReviewNextSteps,Do,PlanBenefitsandConcernsNextStepsReviewExpectationsObjectivesprovideagoalforthemeetingtoreachExpectationsAllowstheaudiencetogaugeeachothersperspectiveandensuresparticipantsgetoutwhattheyexpectcanchangeagendaAllowsre-settingofexpectationse.g.wedontintendtocoverthatexpectationBs/CsGivesatemperaturecheckofwheretheteamisReinforcethethingswhichhavebeenusefulHelpstounderstandfeedbackandresistancePromotesreallisteningandunderstandingWorkCsintonextsteps(asaseparateexercise)EnsuresmeetingscontinuallyimproveCriticaltoanyplan-do-reviewprocessAllowsustotakeownershipasateamEnsuresbalanceofactionsthroughouttheteamReviewExpectations2004Capgemini-AllrightsreservedConsultingSkillsWorkshopThegroupmemory:
flipchartrecordingsHelpsthegroupfocusProvidesinstantrecordofmeetingcontentEncouragesparticipation“Depersonalizes”ideasIncreasessenseofaccomplishmentConsultingSkillsWorkshopGroundrulesprovidea“contract”formeetingbehaviourTheobjectiveofgroundrulesareToprovideguidelinestohelpateamgetitsworkdoneandmaintainfocusTocreateagreementsonhowteammemberswillworkandinteractwitheachotherForuseattheendofmeetingtoassesshoweffectivelytheteamworkedAdraftlistof“Dos”and“Donts”whichcanbeaddedtoasnecessaryGroundrulesaresuddenlyimportantwhennotobserved2004Capgemini-AllrightsreservedConsultingSkillsWorkshopGroundrule“Dos”encouragepositivebehavioursSometypicalpositivegroundrulesincludeBediscretewithmobilephonesTurnoffmobilesorputonsilentwhereverpossibleStartandfinishontimeEspeciallyimportanttogetofftotherightstartandtore-groupafterashortbreakRespecteachothersideasEveryonehastherighttocontributeandthisisasafeenvironmenttodosoHeadlineEvenifitisacomplexstatementoridea,explainitandthensummarizeKeeponthesubjectUsea“CarPark”toparkside-issuesandensurecontributionsarekeptfocused
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