Conducting Effective

Meetings
The purpose of this module is to enhance
participants knowledge and skill in observing
team meetings and identifying opportunities
for facilitation and training

QUALITY ASSURANCE PROJECT

At the end of this module

participants will be able to:
Identify key aspects of planning,
conducting, and evaluating team
meetings
Develop a detailed meeting agenda
Identify communication skills needed for
conducting effective meetings

QUALITY ASSURANCE PROJECT

Why Have Meetings?

Important issues are addressed
High quality decisions are made
Work gets done that could not be done
by individuals working alone

QUALITY ASSURANCE PROJECT

Establish Meeting Ground Rules

Attendance
Promptness
Meeting Place And Time
Meeting Agenda
Participation

QUALITY ASSURANCE PROJECT

Establish Meeting Ground Rules

Basic courtesies
Assignments
Interruptions
Breaks, eating, drinking and smoking
Routine chores

QUALITY ASSURANCE PROJECT

First Team Meeting

Review team objectives
Determine who will be time keeper and
recorder
Decide on a set of ground rules

QUALITY ASSURANCE PROJECT

Effective meetings
happen when teams
Plan their meetings
Follow steps necessary to conduct an
effective meeting
Evaluate their meetings
Develop communications skills

QUALITY ASSURANCE PROJECT

Planning the Meeting

Meeting objectives
Meeting agenda

QUALITY ASSURANCE PROJECT

Meeting Objectives
Information Giving
Discussion
Decision making
Task Oriented

QUALITY ASSURANCE PROJECT

Conducting a Meeting
Open the meeting
State the purpose
Introductions, if necessary
Review the agenda

Follow the agenda

QUALITY ASSURANCE PROJECT

10

Benefits of Agendas

Maintain control of the meeting

Help team members to prepare
Keep team members focused
Guide the orderly progress of the
meeting

QUALITY ASSURANCE PROJECT

11

Components of an Agenda
Logistics information
Sequence and timing of agenda items
People responsible for topics
Background materials needed

QUALITY ASSURANCE PROJECT

12

Sample Agenda Structure

Time

Topic

QUALITY ASSURANCE PROJECT

Purpose

Inform

Discuss

Decide

Task

Person
responsible

13

Close the Meeting

Summarize results
Confirm next steps
Plan next meeting agenda

QUALITY ASSURANCE PROJECT

14

Evaluate the meeting

What behaviors to continue?
What behaviors to stop?
What behaviors to start?

QUALITY ASSURANCE PROJECT

15

Team Meeting Communication

Skills
Active listening
Assertiveness

QUALITY ASSURANCE PROJECT

16

Active Listening
Checking: Can I repeat what you said
in order to check my understanding?
Clarifying: It seems to me that what you
mean is ..
Showing Support: I hear you. Please
continue.

QUALITY ASSURANCE PROJECT

17

Active Listening
Building: To your last point I would
like to add the following
Structuring: Shall we look at the
symptoms, try to define the problem,
and then discuss possible solutions?

QUALITY ASSURANCE PROJECT

18

Assertiveness
Information and opinions are presented
freely and clearly, with quality visual
aids, if appropriate
Attempts to dominate are challenged
Dialogue and debate occurs freely

QUALITY ASSURANCE PROJECT

19