A presentation on the topic of how to lead meetings effectively.

1. Leading Effective Meetings
A Management Skills Workshop
April 2, 2012
Sponsored by:
The Office of Training and Development

2. What is your…
 Name
 Position
 Organization (include Office or Branch)
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3. Objectives
By the end of the session, participants will be
able to:
 Determine if a meeting is necessary.
 Create an effective agenda.
 Facilitate the meeting to achieve its
objectives.
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4. Ground rules
 Confidentiality
 Respect
 Participation
 No Distractions
 Punctuality
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5. What makes for an
ineffective meeting?

6. Meeting Purpose and Objectives
 Clearly state the purpose of the meeting.
 Exchanging information and ideas
 Solving problems
 Making decisions
 Gathering data
 State the objectives in a way that describes the
desired end result, i.e.,
 The objective of this meeting is to review three
proposals for reducing costs.
 Using a consensus decision-making process, we will
select one candidate for the new position.
Preparing for the meeting 6

7. Different types of meetings
 What kinds of meetings do you see at
NIAID?
Preparing for the meeting 7

8. Different types of meetings
 Standing meeting
 Topical meeting
 Presentation
 Conference
 Emergency meeting
 Seminar
Preparing for the meeting 8

9. What to include in an agenda?
 Purpose of the meeting
 Objectives for the meeting
 Topics for discussion
 Presenter or discussion leader for each topic
 Time allotment for each topic
Preparing for the meeting 9

10. Inviting the participants
 Send an invitation by e-mail or Outlook
calendar invite.
 Ask attendees for agenda items (if time allows).
 Send a final agenda to all meeting participants
before the meeting.
Preparing for the meeting 10

11. Exercise: Create an agenda
 Think of a meeting you will be leading in the
near future.
 With a partner:
 Decide on your purpose.
 Establish your objective(s).
 Create an agenda.
Preparing for the meeting 11

12. Steps in conducting a meeting
 Start on time.
 Communicate the purpose of the meeting to
the participants.
 Assign meeting roles.
 Agree on ground rules and processes.
 Follow the agenda and document the
decisions.
 Use a parking lot.
 End on time.
Conducting the meeting 12

13. Processing decisions
 Authoritative—leader makes the decision.
 Consultative—leader consults with others, then
makes the decision.
 Democratic voting—all vote; majority or some
weighted percentage wins.
 Consensus—after everyone has had an opportunity to
have their perspectives considered, all agree to
support the decision even if it is not their first choice.
Note: While consensus may be the most difficult to
achieve, true consensus ensures the greatest
commitment and buy-in from participants.
Conducting the meeting 13

14. Tips for different types of meetings
Teleconferences Online meetings
 Ground rules.  Ensure e-mailed links work.
 Telephones muted.  Practice using software.
 Who talks when?  Send out meeting reminders.
 New people introduced.
Video conferences
 Introduce participants.
 Make eye contact with camera.
 Use names when addressing others.
 No background noises.
Conducting the meeting 14

15. Practice a meeting
 In table groups, choose one person to lead a
mock meeting.
 Leader, use the agenda from the pairs exercise.
 Everyone, choose a skill you want to practice.
Note: Get as far into the meeting as your goals and
time allow.
Conducting the meeting 15

16. Follow up
 Evaluate the outcomes against the
objectives for the meeting.
 Follow strategies for keeping the
momentum going after the meeting:
 Distribute meeting minutes, including decisions
and action items.
 Follow up with those unable to attend.
 Monitor the completion of action items.
Following up on the meeting 16

17. Wrap up
What have you learned from the topics
presented today that you may use in your work
tomorrow?
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18. References
 “Before And After The Meeting”, Tom Krattenmaker,
Harvard Business Review
 “Effective Meeting: A Checklist for Success”, Nick
Morgan, Harvard Business Review
 “Five Tips for Better Virtual Meetings”, Karen Boda and
Rebecca Hinkle, Harvard Business Review
 “Getting Everyone to Agree in Meetings - The
Impossible Dream?”, Charlie Hawkins,
www.makemeetingsmatter.com
 How to Make Meetings Work!, Michael Doyle
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19. Evaluation
 You will receive an e-mail.
 Please provide feedback about the objectives,
content, and facilitator to enhance the session
experience.
 Offer comments and ideas for enhancing the
session.
 Submit by COB April 15, 2012.
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