凯捷有效会议管理培训.ppt

EffectiveMeetingManagement 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 2 Goalsofthismodule TodiscussmeetingmanagementconceptsandrolesplayedbyworkteammemberstoensureeffectivemeetingoutcomesTeachyouthetoolsandtechniquesofeffectivemeetingmanagementTounderstandoneofourcriticaldifferentiatorsindeliveringtoclients 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 3 Regardlessofyourrole youarejudgedonhowyouhandleameeting TimeManagement Managerial LeadershipSkills ExecutivePresence ProblemSolvingCapabilities 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 4 Weparticipateinalltypesofmeetings Kick offProjectcoordinationProgrammeupdateClose outBriefingCoachingMobilisationeventsBrainstormingsessions SteeringgroupmeetingPerformancereviewDecisionmakingValidationGatheringinformationSalesmeeting 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 5 Dependingontheobjectives meetingrequiretherightamountofpresentationandfacilitationskills Source HowtoLeadWorkTeams FacilitationSkills FranRees Lecture Presentation Facilitating Presenting 80 20 80 20 50 50 DecisionmakingProblem solvingBrainstorming One wayinformationsharing Two waysinformationsharing Mobilisation 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 6 MeetingRoles 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 7 Aminimumofthreerolesisrequiredtorunasuccessfulmeeting AdditionalrolescanbeassignedTimeKeeperExpertsDecisionMakerObserver BadGuy RESOURCES FACILITATOR LEADER 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 8 Meetingroles Leader Owns themeeting setstheobjectivesDeterminestheparticipantsProvidessupport information andresourcesSetsthetoneEncouragescreativityMakesdecisionsDemandseriouspreparation attention andeffortSethigh butreasonableandachievableexpectationsSpeakintermsof we insteadof I Maketheteamrealizethatthetaskisimportant 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 9 Themeetingleaderownsthecontentandoutputofthemeeting Themeetingleaderisgenerallythepersonwhowantstoknow theanswer SetstheobjectivesofthemeetingAgreesattendeesProvidessupport informationandresourcesAssignsaccountabilities A s ifnecessarySetsthetoneEncouragescreativityMakesdecisions Sometimestheleaderandthefacilitatorarethesameperson butitrequiresmorerigorousfacilitation 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 10 Meetingleader sbehaviour setsthetone Demandseriouspreparation attention andeffortSethigh butreasonable achievableexpectationsSpeakintermsof we insteadof I Maketheteamrealisethatthetaskisimportant 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 11 Meetingroles Facilitator GuidestheprocessMakeit safe foreveryonetoparticipateRecordsgroupideasanddecisionsMonitorstimecontractBringsteambackon trackwhenneededHelpsheadlineandclarifyideasAidsteamperformanceProvidesfeedback 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 12 ThefacilitatorownsthemeetingPROCESS AdherencetogroundrulesAdherencetoagendaespeciallytimingsHarnessesgroupactivityTargetingquietmembersoftheteamCalmingextrovertmembersoftheteamEnsuringfullparticipationfromallmembersMakesit safe foreveryonetoparticipateRecordsanyissues e g CarPark ideasanddecisions Thefacilitatorisgenerallyresponsibleforthesmoothrunningofthemeeting Thefacilitatorshouldnotcontributetocontent 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 13 Facilitator sbehaviour makethemeetingsuccessful GuidestheprocessMakeit safe foreveryonetoparticipateRecordsgroupideasanddecisionsMonitorstimecontractBringsteambackon trackwhenneededHelpsheadlineandclarifyideasAidsteamperformanceProvidesfeedback 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 14 Meetingroles Resource Teammember GeneratesideasandrecommendationsAdherestotheagendaPracticesgoodmeetingbehavioursCompletesassignedtasksParticipatesactively 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 15 Theteammembers resourcingareresponsibleforcontributingpositively Comepreparedwithanyinformation datathatmayberequired havedonebackgroundresearchasnecessary gettingtherelevantinputfromotherse g theirdirectreports ActivelylistenGenerateideasandrecommendationsNo freeloading orsittinginthebackgroundthinkingofotherissuesRaiseconcernsconstructivelyNowingingsessionsAdherestotheagendaandsticktoitCompleteassignedtasksParticipateactivelyPractisegoodmeetingbehaviours Teammembersaregenerallyaselectionofpeoplewhohavebeenpositivelyidentifiedashavingknowledgetoinputtoameeting 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 16 StepstoEffectiveMeetingManagement 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 17 Stepstoaneffectivemeeting Plan Do Review 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 18 Themajorityofprojecttimeshouldbespentinthe plan and review activities ObjectivesandagendadeterminedContentANDprocessplannedDetermineappropriateplayersRolesandresponsibilitiesdefinedKeycontributorspre positionedLogisticsarrangedAnypotentialbarriers personality agendaclashesidentified CarryouttheagendaEnsureallparticipantscontributeandrecordgroupthinkingPracticegoodmeetingbehaviourBringtoclosurewithnextsteps accountabilitiesandtimetablesBenefitsandconcernsBringdiaries DebriefimmediatelyandevaluateeffectivenessCompareyourmeetingresultswithyouragendaandobjective s PublishandcirculatenextstepsFollow uponnextstepsIncorporatebenefitsandconcernsinnextmeetingplan 40 20 40 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 19 StepstoEffectiveMeetingManagement Plan 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 20 Effectivemeetingsstartwithgoodplanning EstablishaclearneedforameetingToclarifyinformationalreadyprovidedTomakedecisionsTopersuadeorinspireDevelopaclearagendaArrangelogisticsIdentifyparticipantsDefinerolesandresponsibilitiesPre positionkeycontributorsIdentifyandovercomepotentialbarriersEnsureapropermeetingenvironmentReviewpriormeetingbenefitsandconcerns 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 21 Identifyandovercomepotentialbarriers BarriersmayincludeUninformedparticipantsUncooperativeparticipantsLackofauthoritytoaccomplishobjectiveUnresolvedconflictsbetweenparticipantsSolutionsmayincludeDisseminatinginformationpriortomeetingPre positioningparticipantsSettingamorelimitedobjectiveNotmeetingProactivelyworkingconflictspriortothemeeting 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 22 Ensureapropermeetingenvironmentandgettherebeforethemeetingstarts Meetingplace Roomsetup Equipmentandmaterials Refreshments 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 23 StepstoEffectiveMeetingManagement Do 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 24 Effectivemeetingsrequirerigorousprocessmanagement FollowtheagendaRecordgroupthinkingPracticegoodmeetingbehavioursEncourageparticipationIdentifynextstepsCapturebenefitsandconcerns 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 25 Theagendaisyourmostpowerfultool HelpsyouprepareCommunicatesexpectationsandobjectivesProvidesamechanismfororderandcontrolLimitsthetasksLimitstheparticipantsMeasuressuccess failureofmeeting GuidelinesforaneffectiveagendaIdentifythetime date placeandparticipantsDescribeyourobjectivesTelltheparticipantshowtoprepareSettimelimitsScheduleitemsinoptimalorderDistributeinadvance 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 26 Theagendashouldconsistentlycontaincoreitems NextStepsPutupnextstepsatthestartofthemeetingsotheycanbeaddedatanytimeEnsureswefocusonactionandoutcomes notinputsandproblemsReinforcespersonalaccountabilitytogetthingsdoneMaximiseslikelihoodofchangeSetspace ObjectivesprovideagoalforthemeetingtoreachExpectationsAllowstheaudiencetogaugeeachothersperspectiveandensuresparticipantsgetoutwhattheyexpect canchangeagendaAllowsre settingofexpectationse g wedon tintendtocoverthatexpectationB s C sGivesatemperaturecheckofwheretheteamisReinforcethethingswhichhavebeenusefulHelpstounderstandfeedbackand resistance PromotesreallisteningandunderstandingWorkCsintonextsteps asaseparateexercise Ensuresmeetingscontinuallyimprove Criticaltoanyplan do reviewprocessAllowsustotakeownershipasateamEnsuresbalanceofactionsthroughouttheteamReviewExpectations 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 27 Thegroupmemory flipchartrecordings HelpsthegroupfocusProvidesinstantrecordofmeetingcontentEncouragesparticipation Depersonalizes ideasIncreasessenseofaccomplishment 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 28 Groundrulesprovidea contract formeetingbehaviour TheobjectiveofgroundrulesareToprovideguidelinestohelpateamgetitsworkdoneandmaintainfocusTocreateagreementsonhowteammemberswillworkandinteractwitheachotherForuseattheendofmeetingtoassesshoweffectivelytheteamworkedAdraftlistof Do s and Don ts whichcanbeaddedtoasnecessary Groundrulesaresuddenlyimportantwhennotobserved 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 29 Groundrule Do s encouragepositivebehaviours SometypicalpositivegroundrulesincludeBediscretewithmobilephonesTurnoffmobilesorputonsilentwhereverpossibleStartandfinishontimeEspeciallyimportanttogetofftotherightstartandtore groupafterashortbreakRespecteachother sideasEveryonehastherighttocontributeandthisisasafeenvironmenttodosoHeadlineEvenifitisacomplexstatementoridea explainitandthensummarizeKeeponthesubjectUsea CarPark toparkside issuesandensurecontributionsarekeptfocused 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 30 Groundrule Don ts identifybehaviourstobeavoided Sometypical Don t groundrulesincludeDON ThavesidemeetingsandmorethanonediscussionhappeningatonetimeDON Tallowhandgrenadesi e usethemeetingtohighlightanissueyouwantairingbutisnotanythingtodowiththefocusofthismeetingAirideasthataredisruptivetothemeetingobjectives 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 31 Letmebuildonthat Helpmeunderstand Couldyousaymore IwishIknew Howto WhatIheardyousay MeetingDo s ParticipateopenlyFocusontheproblem notthepersonListenactivelytowhatothershavetosayRephraseandsummarizecontributionsTakea howtodoit ratherthan whydoit attitudeBepositive noideaisabadideaHeadlineissues nowarstoriesBuildonothers ideasUseH2 howto andIWIK IwishIknew SticktotheagendaandtotimecontractLookforwin winsituationsOnemeetingatatimeMakeitenjoyableforeveryone Postinggroundrulesonthewallreinforcesthegroup 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 32 MeetingDont s Comewitha hiddenagenda HavesideconversationsormeetingsRambleLob grenades orlaunch missiles Lookforthe fatalflaw ViolatetimecontractsFallasleepDragparticipantsinto lose lose situations Usemeetinggroundrulestoovercomebehaviours 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 33 StepstoEffectiveMeetingManagement Review 2004Capgemini AllrightsreservedXxx yymmdd EffectiveMeetingManagement Author 34 Meetingevaluationshouldinclude Evaluateeffectivenessbycomparingyourmeetingresultswithyouragendaandobjective s Completingteamprocesscheck effectivemeetingchecklistCirculatingmeetingnotesinatimelyfashio