Conducting Effective

Meetings

Presented by
- Ashmeet Kaur PGDGFM2013
- Sanika Kulkarni PGDGFM2015
- Janhavi Ladda PGDGFM2017
- Jhanvi Rayani PGDGFM2030
  A meeting is a gathering of two or
more people that has been taken
for the purpose of achieving a
common goal through verbal
interaction.

 An Effective Meeting is one where

it’s objectives where accomplished
within the stated timeframe.

Effective Meetings
 3 Step Process To Conduct Effective Meeting

• Determine the need for meeting.

• Develop clear agenda and meeting process.
• Ensure a proper meeting environment is created.
Plan • Identify and overcome potential barriers.

• Post and follow ground rules of the meeting.

• Get expectations of the people attending the meeting.
• Note ideas that people are sharing (Minutes Of Meetings)
Conduct • Bring to closure with next steps

• Evaluate meetings and incorporate builds into next meeting design

• Publish next steps
Review
 Steps To Take During Meeting & After Meeting
During the meeting
◈ Maintain a record of people
attending.
◈ While making minutes of meeting,
Try not to record everything, Just
note the important things.
◈ Note down any relevant discussion
or ideas and from whom it came.
◈ Ask for any clarification if required.
◈ Ensure that the minutes of meeting
are unbiased and factual.
After the meeting
◈ List all the tasks on and all the deadlines.
◈ List the things to be improved in the
next meeting.
◈ Assess the way you conducted or
participated in the meeting
◈ The follow-up dates, deadlines and any
commitments given by the team
members should be listed in your diary
◈ Follow-up on dates already decided
◈ Complete your tasks by the agreed dates
◈ Report when the task is completed
 What Leads To Ineffective Meeting

 Late arrival
 Participants Unprepared for the meeting
 Unfocused Meeting
 No clear starting point
 Going too long
 Technical Nightmares
 One way communication
 Disrespect for others & their opinions
 Failing to reach conclusion
 Results Of Ineffective Meeting

 Promotes more meeting & re-work

 Delay in decision making
 Lowers employee engagement
 Generates conflicts
 Demotivates employees
 Reduces Innovation
Types Of Audiences & Ways To Handle Them
 ENTERTAINER
Lively and
Super Active Supportive
responsive

How to handle entertainer

audience?
Maintain Avoid being Be
eye contact serious energetic
 SNIPER
Acts like a Competitive
Critic
superior nature

How to handle sniper audience?

No offence
Prove your
Do not fear should be
point smartly
taken
 SNOWMAN
Socially Doesn’t
Unresponsive
Awkward Interact much

How to handle snowman audience?

Make them Start with light Ask for their
comfortable conversations opinion
 THE BLACK CLOUD
Negative Thinking
‘Can’t do’
Body boring, not
attitude
Language useful

How to handle the black cloud

audience?
Bring out the
Show your
creative side Be Positive
Support
of yours
 THE UNWANTED PANELIST
They try to put their Can be irritating
Not needed experts impression on and affect
audience speaker’s credibility

How to handle the unwanted panelist

audience?
Thank and Refocus and move
Set expectations
appreciate inputs on
Need Of Effective Meeting
Thank you