1. Cell phones / pagers |
A. Filled with projections and predictions |
2. Minutes are unnecessary |
B. Contributes to wasted meeting time |
3. Top managers |
C. Meeting no-no’s |
4. Meetings are a great trap |
D. Meeting myth |
5. Planning meetings |
E. Spend over 40% of their time in meetings |
6. Meeting length |
F. Attributed to economist John Kenneth Galbraith |
Answers:
1.) C
2.) D
3.) E
4.) F
5.) A
6.) B
Multiple-Choice
1. Which of the following is not a meeting myth?
a. Holding a large meeting is impressive
b. Meeting effectiveness is a high priorityc. Minutes are unnecessary
d. People are too busy to prepare agendas
2. Meetings are a ___________ every project/programme purposeperson’s schedule.
a. Waste of
b. Welcome break to
c. Minor aspect of
d. Major component of
3. Which are often meeting topics
a. Naming a new productd. The annual organization picnic
4. Basic rules of meeting manners include…
a.
Respecting others
b.
Staying on the topic
c.
Working
alone
d.
Keeping
a narrow focus
True /False
1._____ The higher you go in an organization, the less time you spend in meetings.
2. _____ About twenty percent of all meetings are reported to be a waste of time.
3. _____ The more a meeting is structured, the more people can be creative.
4. _____ It’s okay to let your mind wander during a meeting.
5. _____ Using cell phones at meetings are okay – you can get up-to-the-minute
information.
6. _____ Good preparation for a Planning meeting includes preparing a who, what, and where list.
Answers:
1. F – Just the opposite
2. T
3. F – Just the opposite
4. F – You should always listen attentively
5. F – Never answer a cell phone at a meeting…it’s rude.
6. F – This type of list should be done for a Reporting meeting.
Summary
Meetings are
a major component of every project/programme purposeperson’s schedule. The more effectively you can
use meetings, and the more you can get out of them, the more effective you are and the
more valuable you become to your organization.
~ ~ ~ ~ ~
Test
1. _____ The more effectively you can run meetings, the more valuable you are to
your organization.
2. _____ People at a Reaction meeting are always galvanized into action.
3. _____ Cell phones and pagers are appropriate communications devices no matter where you are.
4. _____ Most meetings are only about ½ as effective as they could be.
5. _____ One of the greatest contributors to wasted meeting time is its length.
6. _____ Reporting meetings are the toughest to plan for.
7. _____ Planning meetings often see idea ownership or disownership.
8. _____ Meetings are never enjoyable unless you serve refreshments.
9. _____ Have a meeting only if something out of the ordinary happens.
10. _____ Long meetings usually solve more problems.
Answers:
1. T
2. F – Many freeze up.
3. F – You should not use them in meetings
4. T
5. T
6. F – Actually, they’re the easiest
7. T
8. F – They’re enjoyable when something’s accomplished
9. F – Reporting meetings give status of projects
10. F – They leave people tired, restless, and irritable
Bibliography
How to Make Meetings Work: The New Interaction Method,
by Michael Doyle and David Straus, Wyden Books, 1993
Complete Idiot's Guide to Meeting and Event Planning,
by Robin E. Craven, et al, Alpha Books, 2001
First Aid for Meetings: Quick Fixes and Major Repairs
for Running Effective Meetings, by Charlie Hawkins, Bookpartners, Inc., 1997
Glossary
Meeting myths – Many inaccurate ideas associated with meetings such as they have to be very structured or have to have executives in them.
Meeting manners – Appropriate modes of conduct in meetings that lead to effective meetings.
Meeting topics – These can range widely, but should determine what type of meeting should be held.
Meeting length – This is usually inversely related to its effectiveness.
Learning Objectives
Ø Planning, Reporting, and Reacting meetings cover different types of information.
Ø Certain types of conduct are appropriate in meetings.
Q&A
1. Why should I watch what I say in meetings?
There are certain manners that help meeting along. Being part of a team, listening attentively, respecting others’ opinions, and helping each participant be more participative. By facilitating participation in meetings, they are more effective and waste less time.
2. Meetings are effective only when executives attend. Discuss.
This is just one of many meeting myths, just like meetings should be big and freewheeling. There needs to be some structure to a meeting, including preparing an agenda and keeping meeting minutes. In addition, a code of conduct should be enforced. All these lead to more effective meetings. Some executives believe their position of power allows them to dismiss what the group feels is an appropriate plan of action. Some executives may also feel that their position allows them to be rude and cut off discussion.
3. Why should I know what type of
meeting is required for a situation?
The purpose of holding a meeting should be clear prior to it being held. Once the purpose is clear, knowing who should attend becomes easier, as is the agenda. The attendees will be able to prepare for the meeting. Also, it will be easier to lead and facilitate because once you have a purpose; you have a goal.
End
of Module