Company

LOGO
Company
LOGO

PE, PMP, PgMP, PME, MCT, PRINCE2 Practitioner .

UNIT 3
 Unit Content
 Effective Speaking
 6 Questions
4. Effective Speaking and Writing –  Effective Writing
Preparing Project  Skills
Communications Plan
 Communication Management
Plan
Learning Objectives
Understand what is
communications, why
we need to use it and
where in project
management
communications fit in.
Provide an
introduction to five
processes of Project
Communications
Management.
Effective Meetings
Company
LOGO
• A skill we use frequently in our daily lives
and not only for business purposes.
• It is usually used as a compromise to
settle an argument or issues to benefit
ourselves as much as possible.
• The problem with meetings.
• The cost of the meeting.
• Why Meetings Matter?
• Five-Stages process for facilitating meetings
(PIPSR steps)
• Last word
• Free talk
• Research on the top 4 timewasters in order
of significance:
– Telephone interruptions
• Research on the top 4 timewasters in order
of significance:
– Drop-in visitors
 The problem with meetings

• Research on the top 4 timewasters in order

of significance:
– Meetings
• Research on the top 4 timewasters in order
of significance:
– Crises
• Multiply the salary of each person by the
time spent and arrive at a dollar cost of the
meeting. In addition, add the cost of the time
of the leader plus the direct costs of the
facilities, materials, aids, food, and so forth.
• What do you think you attend all these
meetings?
• Can we just replace those meetings with any
other mean?
• Are we just wasting our time?
Plan
• Establish a clear purpose for the meeting.
• Confirm the necessity of the meeting.
• Invite the right people.
• Explain what will be discussed and why.
Inform
• Give sufficient details
• Have a logical order
• Allocate appropriate time slots for each item
based on importance, not urgency.
Prepare
• Your objectives
• Your contribution
• Questions
• Homework
• Actions
• Authority
• Consultation
Structure and control
• Making sure that evidence comes before
interpretation and interpretation comes
before decisions.
• Keep the stages separate.
• Prevent people from jumping to the next
stage or going back over old ground.
Tips for beginning the meeting
• Start on time
• Set the tone of the meeting – formal or
casual.
• Introduce new team members or visitors
• State the objectives and agenda
• Assign timekeeping and minutes
responsibility.
Tips for conducting the meeting
• Keep the meeting focused on agenda items.
• Control interruptions professionally.
• Remain focused on objectives throughout. If
other topics come up not on the agenda, add
them to a future agenda
• Give breaks as needed
Tips for conducting the meeting
• Encourage participants to ask questions and
share opinions.
• Engage team members that don’t speak a lot.
• End the meeting on time.
Summarize and Record
• Summarize and record decisions and actions
points.
• Note the name of the person responsible for
action items and follow up as needed.
• Review feedback about the meeting and
improve it.
• Evaluate yourself.
• Distribute the minutes.
• Unite the Group
• Focus the Group
• Mobilize the Group
 Effective
Meetings:
7 Top Tips
1. Have everyone standing for short meetings
2. Keep meetings as short as possible
3. Build in time at the start of meetings for people
to chat, network and speak up
4. Keep to start and finish times
5. Set a time for each item on the agenda
6. Set time at the end of all meetings to go over
what each person has agreed to do and when
they will do it
7. Abolish ‘Any Other Business’
• Roles
• Attendance Start
• Date
• Cost Plan History

• Start
• History
Rate Action
• Action
• Rate
• Plan
25
TEAM NAME____________________LEADER_____________________DEPT____
FACILITATOR___________________RECORDER__________________DATE____
MEMBERS' NAMES TEAM MEETING COSTS
______________________ _______________number of members present
______________________ _______________(times) average hourly rate
______________________ _______________(times) average benefit value
______________________ _______________(equals) meeting costs

START: Time______Location______Guests_______
List objectives of This Meeting
_________________________________________________________________
_________________________________________________________________

HISTORY: Read and Approve Previous Meeting Minutes Yes____No_____

List Old Business Discussed
______________________________________________________________
______________________________________________________________

ACTION: Describe How the Objectives of This Meeting Were Accomplished

______________________________________________________________
______________________________________________________________

RATE: How Do We Feel About This Meeting? _____________________

What Will We Do Different Next Meeting? _________________________

PLAN: Schedule the Next Meeting, List Objectives, List Assignments

Date:_____________Time:___________________Location:______________
Objectives: _____________________________________________________
_______________________________________________________________
_______________________________________________________________

Assignment Responsible Party Due Date

_______________________________________________________________
_______________________________________________________________
Effective
PRESENTATIONS
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