HOW TO CONDUCT

EFFECTIVE MEETING

By: Manish Kumar Yadav

Dy.S.P. Bulandshahr
 WHAT IS MEETING
‘A meeting is the coming together of three or more
people who share common aims and objectives ,
and who through the use of verbal or written
communication contribute to the objectives
being achieved’.
TYPES OF MEETING

Problem solving

Decision makinng

Informing

Consulting ,etc
 PURPOSE
Meeting are an imortant organisational tool as
they can be used:
Pool and develop ideas
Plan
Solve problems
 Make decisions
Create and develop understanding
Build confidance and initiative
Provide a sense of direction
Create a common purpose
 PARTICIPANTS

Identify and invite only the necessary and

appropriate people for the meeting.

Make sure all attendees can contribute.

Communicate the meeting’s purpose and desired

results to all attendees.
 PREPARATION
Organize meeting venue.

Ensure the comfort, quietness and set-up of the space before

the meeting.

Sitting arrangement.

Provide the agenda and any other supporting

documentation(e.g. reports,handouts and spreadsheets) to
the attendees at least 24 hours prior to the meeting time.

Povide water or other refreshments when possible.

 AGENDA
Include items to be discussed, and then for each
item specify the person leading the discussion.
Provide meeting evaluation time and
documentation(if applicable).
Limit number of items to a resonable amount for
the meeting’s time frame .
Be realistic about the timeframe for each item.
Take short breaks periodically for longer meeting.
 LEADER
 Welcome the attendees

Clarify roles within group.

Must listen.

Should be motivational.

Maintain focus and keep meeting moving at comfortable pace.

Cover one item at a time.

Summarize discussion and recommendations at the end of each logical section.

Thanks the attendees.

 TIME

Start and end on time, regardless of late attendees.

Fix time and date for regular meeting

Periodically check the time estimates for each item .

Allow flexibility in the schedule when the need

arrises.
 MEETING NORMS
Request that all pagers and cell phones be turned to silent or
vibrate mode.

Establish a policy disallowing electronic

communications during the meeting.

Determine that each participants opinion should be respected.

Encourage participation and openness.

Ask questions for clarity.

 MINUTES

Make detailed minutes when the record is

important and simple list of decisions made and
actions to be taken.

Include timeframe for action steps.

Include parking lot issues with follow up

information.
 EVALUATION

Have each attendees evaluate the meeting using

open discussion approach.

Ask questions such as what can we do better next

time? And what parts of the meeting work well ?
 FOLLOW UP
Return readable or typed minutes to attendees
within 24 hours if possible(same day is even
better).

Be consistent with meeting habits.

CAUSES OF INEFFECTIVE MEETINGS
The meeting is unnecessary.

Lacks a clarity of purpose.

There is no agenda.

The meeting starts late.

One person dominates the meeting.

The meeting is too large .

No clear- cut decisions/direction are made.

The wrong people are present.

THANK YOU