Business Etiquette for Requesting a Meeting

Business meetings are an unavoidable fact of corporate life. The Annenberg School of Communications at UCLA and the University of Minnesota Training and Development Research Center found that business executives spend up to half their working hours in meetings. You must use proper business etiquette when requesting a meeting to help these executives and other co-workers make the best use of their limited time.

Read more: http://www.livestrong.com/article/63048-business-etiquette-requesting-meeting/#ixzz27fdn4s1a

 

Helpful Tips For Hosting An Effective Business Meeting

Helpful Tips For Hosting An Effective Business Meeting

How To Set Up a Meeting With ANY Executive

Never has it been so difficult to get through to an executive to make a formal appointment. Nevertheless, with persistence, it's possible to GET THROUGH and GET THAT MEETING. Here's an easy 10-step process to help you master this key selling skill.
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[by Geoffrey James on www.cbsnews.com]

How to Pull Off Being Late to a Meeting

With an average of seventeen million meetings a day in America alone, there will always be some held up by the latecomer. When you're late to a meeting, it's better to rise to the occasion with grace rather than sinking into the floor, and provided you're not an habitual late-nik, a courteous and considerate approach to being late in a meeting can smooth your way in and have you quickly reinstated in everyone's good books. In this article, you'll learn how to deal appropriately with being late to a meeting.

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[from wikihow.com]

How to Run a Meeting

Have you ever been at a meeting where all you can think about is how much more productive you’d be working alone at your desk? And how much of the company’s money is swirling down the drain while your co-workers surreptitiously check their Blackberries under the table? And how you wish you had made like the crew of the Enola Gay and carried a cyanide capsule with you?

People hate meetings. But it’s not the meetings themselves that are inherently pencil-in-eye inducing, it’s how meetings are run. Without a real leader, meetings can become unproductive and inefficient, not only wasting time and money, but sapping office morale. But it doesn’t have to be this way.

A man knows how to lead. He knows how to run a meeting that starts on time, ends on time, and gets things done. Here’s how.

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[from artofmanliness.com]

Guide To Taking Minutes

Avoiding Common Meeting Mistakes

By Susan Friedmann

Successfully organizing meetings is an under-appreciated business skill. With the umpteen details meeting and event planners need to handle, mistakes are bound to be made, and sometimes heads will roll as a result. To make certain that yours isn't one of them, here are some common meeting blunders to rise above.

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[from dummies.com]

How to Pull Off Being Late to a Meeting

from wikiHow - The How to Manual That You Can Edit
With an average of seventeen million meetings a day in America alone, there will always be some held up by the latecomer. When you're late to a meeting, it's better to rise to the occasion with grace rather than sinking into the floor, and provided you're not an habitual late-nik, a courteous and considerate approach to being late in a meeting can smooth your way in and have you quickly reinstated in everyone's good books. In this article, you'll learn how to deal appropriately with being late to a meeting.

Steps

Grasping why latecomers irk meeting attendees

1. Understand why other meeting attendees tend to perceive the latecomer unfavorably. For many people, having a latecomer enter a meeting is an annoyance because at its most basic, it is either disruptive, or it holds up everyone else if you are a vital part of the meeting. Being on time matters because here is how lateness can be viewed by your fellow meeting attendees:
   • Lateness is viewed as discourteous, inconsiderate, and even insulting by those arranging and attending the meeting.[1][2]
   • If you're the CEO or a top manager, you're setting a standard by your behavior, one that can easily demoralize the staff who do show up on time.[3]
   • If you're in charge of the meeting and you're late, which in turn causes the meeting to run overtime, you won't win any popularity contests![4]
   • If it's a job interview, your lateness really tells the interviewers that you're not that interested in the job. Even with traffic excuses, interviewers will expect you to be better organized to avoid that early morning traffic...
   • Turning up late makes attendees feel that you value yourself over them.[5] Cherish other people's time as much as your own, otherwise you're wasting their time and it wears thin if repeated.

Being late to a meeting at work

1. Prepare. If you know you're going to be late to a meeting, at least prepare the things you need to have with you for the meeting. Arrange your documents, files, agenda, laptop, etc., to grab as you rush to the meeting.
2. Alert relevant people in advance. If it is possible or appropriate to do so, try to alert your tardiness in advance because this lets the meeting organizer, any presenters, and attendees know that you will be showing up, albeit late.
   • A note or call to your boss or via a colleague will be a good way to alert the meeting chair that you're still intending to come despite running late.
3. Follow your workplace culture as the cue for entering a meeting late. The formality or informality of your workplace will be a deciding factor in how you sidle into the meeting late. The most important thing is to not interrupt, but to wait for a natural pause to offer any excuses for your tardiness.
   • Be sure to turn off or silence your cell phone before entering the meeting!
   • For a formal workplace culture, it is best to try and keep your head low and be as unobtrusive as possible. Give your apology to the person chairing or leading the meeting quietly, provided it is not rude to interrupt, or where there is an appropriate pause in proceedings. A simple explanation suffices, such as "Sorry I'm late, our London client called", in order not to hold up progress of the meeting.
   • If there is a presentation underway, forget offering any apology at this stage unless your boss sidles up to you asking for a whispered excuse. Instead, slip in, sit down and be quiet until an appropriate opportunity presents itself to explain your lateness.
   • For an informal workplace culture, you might be able to inject a little humor into your late arrival, perhaps a smile and a shrug, and a quick, amusing anecdote of what delayed you. Don't overdo it though, and be prepared to settle straight into business.
4. Where it is possible or appropriate to explain your lateness, don't make up stories. Sooner or later, any cover stories will be uncovered, especially if you're not in someone's favor. And clearly, obvious lying will be picked up by all! In particular, note what does not work:
   • Saying something along the lines of: "I was doing something urgent/things would have fallen apart if I didn't stay behind". This is also known as the "putting out the fires" excuse. It annoys people because first, it smacks of the late person perceiving themselves as indispensable - and if it were really that company-preserving, why didn't all the team get asked to pitch in?! Second, if it's a constant excuse, it makes everyone hearing it suspicious that the late person is just a really bad judge of time.[6]
   • Constant lateness. It annoys your coworkers because they had to sit through the tedious start, so why can't you. If you make a habit of it, they'll make a habit of not looping you in to what you've missed. An exception might be made if you're the company's irreplaceable glue – your workplace will be sure to let you know if you're that rare, crucial person – otherwise, you're in the same boat as everyone else.
5. Do your best to contribute productively to the meeting once you are there. While it's important to slip into the meeting unobtrusively, you can redeem yourself by not being a shrinking violet during the meeting, and by participating actively. Some things to keep in mind, however:
   • Don't launch into a lengthy attack or defense on something that may very well have been explained in detail and resolved prior to your arrival. If you're not sure, preface by saying something like "I'd like to talk about X, but I'm not sure if you already broached this subject earlier." Look around to see how people react to draw your cue from.
   • Do your very best not to look bored or fidget during the rest of the meeting. That will only confirm to people that you delayed coming because you weren't interested.
   • Appear completely at ease. Do not, under any circumstances, seem frazzled or not on top of your game. Remain casual but engaged in the immediate proceedings.
6. Consider apologizing to colleagues after the meeting. Approach members of your team after the meeting and explain your situation so that they don't bad mouth you behind your back. This is important. Many a top executive candidate has been sunk by lack of conciliation. Apologize and explain that you were on an important call, etc.

Being late to a meeting in another place

1. Acknowledge that you are going to be late the moment you're aware of it. If you find yourself suddenly stuck in traffic, the best business etiquette is to call the person or their administrative assistant, apologize and ask:
   • If it is okay for you to still come in and keep the appointment, even though you're going to be 15 or more minutes late. It is vital to estimate a reasonable time for your late arrival, as this allows the receptionist to check the diary to see whether or not your being late will cause other things to be out of schedule.
   • If you're going to be late by half an hour or more, ask for a rescheduling of the appointment or if it's still okay to come.
   • Take your cue from their answers. Either turn up as fast as you can, or turn up on time for the rescheduled appointment.
2. Apologize to the person in charge of the meeting as soon as you arrive. Give a short, factual reason for your late arrival and let them know that you are now keen to get down to business.

Video

This video explains how to train yourself to be on time to meetings.

Tips

• If your lateness to the meeting is so bad, resort to the "not turning up at all" ploy. This should only be used in a dire emergency, as repeated uses of it will be viewed poorly. Remember too, that use of this ploy when you don't really have a real crisis on hand (for example, sudden illness, family emergency, traffic accident, etc.), risks reducing the number of times people will cut you slack for when you really do experience an emergency situation.
• Do not make this S.O.P. (standard operating procedure) If you are a tardy person, try showing up on time. Take measures to prevent future lateness. Punctuality is important and if you are regularly late to meetings, it's time to assess why you are sabotaging yourself.
• As part of improving your meeting attendance, try:
  • Setting your alarm and your computer clocks.
  • Sending yourself reminders.
  • Setting your watch ahead by 15 minutes. If the 15 minutes deal does not work, consider a job without a time parameter.
  • Allowing for adequate transition time between your activities, so that you don't end up being late by default. Plan in time buffers around meetings.
• Your team will normally cover for you once on principle, as they have done something similar at one point or another but do not count on your team to cover for you all the time, especially not if you're the boss, or you've pulled the lateness stunt one times too many.

Warnings

• If you're late, and you're making a direct report, that means the direct report is late too. Not a good look.
• There are some meetings where being late will probably lose you the opportunity. Generally, interviews and auditions wait for nobody, and give a very poor impression of your ability to be punctual. People don't like seeing lack of punctuality at the outset, before they really know you.
• It's also not a good idea to keep important people waiting, such as the President, Prime Minister, or royalty. Unless you're a King or President yourself...
• If you're a repeat offender at turning up to meetings late, your team will end up bitter and angry. Inevitably, they will turn against you and make it their personal goal to see you slip up on your excuses.

Things You'll Need

• Everything that you should have at the meeting - reports, agenda, pens, paper, etc. - don't add poor preparation to the tardiness!
• Prior research on timetables, distances, etc. to get to a meeting when you've never been to the location before
• Phone or email messaging ability

Related wikiHows

• How to Have Good Workplace Etiquette
• How to Accept Criticism While at Work
• How to Attend a Meeting
• How to Stay Awake in Dull Meetings
• How to Prepare for a Meeting
• How to Make Up Reasonable Excuses for Being Late

Sources and Citations

1. ↑ John Hersey, Being late to business meetings shows lack of integrity, http://www.bizjournals.com/phoenix/stories/2004/05/31/smallb5.html
2. ↑ Peg Kelley, Late to Meetings: really really busy – or just rude?, http://www.meetingtoolsandjewels.com/2010/02/late-to-meetings-really-really-busy-or-just-rude/
3. ↑ John Hersey, Being late to business meetings shows lack of integrity, http://www.bizjournals.com/phoenix/stories/2004/05/31/smallb5.html
4. ↑ Peg Kelley, Late to Meetings: really really busy – or just rude?, http://www.meetingtoolsandjewels.com/2010/02/late-to-meetings-really-really-busy-or-just-rude/
5. ↑ Peg Kelley, Late to Meetings: really really busy – or just rude?, http://www.meetingtoolsandjewels.com/2010/02/late-to-meetings-really-really-busy-or-just-rude/
6. ↑ Toni Bowers, What's with people who are chronically late to meetings?, http://blogs.techrepublic.com.com/career/?p=27

Article provided by wikiHow, a wiki how-to manual. Please edit this article and find author credits at the original wikiHow article on How to Pull Off Being Late to a Meeting. All content on wikiHow can be shared under a Creative Commons license.

Handling Arguments Gracefully and Productively in a Meeting

People spend so much time arguing about different things. Arguments are unavoidable in group conversations and meetings because everyone has their own set of thoughts and opinions. Although this will enliven the conversation at times, it often becomes a hindrance in a team’s progress. These tips can help you go a long way in handling arguments.
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[from impactcm.co.uk]

Characteristics of a Successful Meeting

In a study conducted by InfoCom, the longer a meeting’s length, surprisingly, the more likely it is deemed to be effective, based on the responses of all those who attend meetings. For meetings one half-hour or less, 58% of respondents indicated they felt they were extremely or very productive. The number jumped to 61% for meetings a half-hour to one hour, 67% for meetings one hour to five hours, and an astounding 80% for 5 hours or more.

Perhaps for meetings of five hours or more, the preparation involved and the mere fact that the group has been sequestered for more than a half business day, helps to increase everyone’s focus.
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[from breathingspace.com]

Meeting Minutes Format

Minutes are the immediate records of the proceedings in a meeting. They are one of the crucial aspects and need to be critically reviewed, be it corporate meetings or organization meetings.

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[from buzzle.com]

Meeting Themes

A meeting theme should be such that it makes the business meeting much more effective and result oriented. They should be so interesting that they set the right mood for the attendees and also help them understand the meeting agenda. Below are some tips on how to come up with the perfect and the most appropriate themes..

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[from buzzle.com]

Best Time to Hold Business Meetings is When?

Best Time to Hold Business Meetings is When?
By Shirley Lee
Studies show there is no best time to hold a business meeting. However, acceptable times for having meetings can depend on the culture of a corporation, career type, work group, or country. The key to finding the best time is what will work for the group who is meeting and for the type of activities that are expected to be carried out in the meetings. If the meeting activity requires information sharing, then this can be done at a leisurely pace if desired or accomplished at a quicker pace to prevent too much irrelevant discussion. If the meeting requires a significant amount of participation, such as problem solving or idea generation, then a time when people tend to be most active and ready to work creatively would be preferred.
Early morning is often considered good for high participation meetings as people are much fresher and more ready to discuss ideas. Also participants have not yet encountered any problems with their regular work day that may distract their concentration. In contrast to early morning, if the desire is to keep meetings short, scheduling time later in the morning or just before lunch break will often keep people from going off-track as they do not wish to miss their lunch break. A pre-lunch meeting should be no longer than one hour.
Lunch meetings can be beneficial as they often save people some time by combining eating with getting work done or information shared in a group setting. Lunch meetings should include light, low-fat, and low-sugar foods containing both carbohydrates and proteins to boost alertness during meeting and decrease the sleepiness factor for the afternoon. Consider small sandwiches or salads containing chicken or turkey. No alcohol should be allowed in the meeting. Instead serve water or tea which is better for participants than sugary soft drinks.
Meetings held too early in the afternoon may conflict with people's lunch schedule which could mean no shows or late comers. This time can definitely relate to their inner clocks, according to some studies many humans are wired for more restful functions from 2:00-4:00 PM. Some countries even encourage restful activities sometime after lunch. Since this could mean nap time to some, if a meeting is planned for mid-afternoon, it should be on a highly participative topic to keep people interested and not a meeting requiring lights-out such as presentations or viewing videos. Whereas, late afternoon meetings may be a more relaxed time as many will have much of their daily work already done and off their minds. However, if the meeting is too close to quitting time people may be thinking about what they need to do after work rather than concentrating on the meeting topic. Participants may get irritated if the meeting goes past the designated stop time as this may make them late for personal plans. If a hurried meeting where little time is wasted is desirable, then late afternoon might be a good time to plan the meeting as long as the agenda is adhered to and the meeting ends on time.
Other things to consider when holding a meeting is how long the meeting will be. Most informational business meetings can be covered in 30 to 90 minutes depending on the number of people sharing data and whether a question and answer period is allowed. Participative meetings may be one to two hours typically. However some meetings may require more time due to complexity of the issue to be discussed, urgency of the problem to solve, or needed training or change management to present to group. If a meeting is longer than an hour, a short break during the meeting should be planned. For meetings where participation is low, a break should be every 45 or 60 minutes to allow group to leave room for 15 minutes or stretch for 5-10 minutes. For high participation meetings like problem solving or idea generation, the breaks can be a little further apart and should be planned at logical changes in meeting activity or topic.
Since there is no best time to hold a business meeting, always plan a culturally acceptable time when people are most ready to work together. The key to finding the best time is what will work for the group who is meeting and for the type of activities that are expected to be carried out in each meeting, such as information sharing or a more participative process.
Shirley Fine Lee has considerable training and expertise in leading effective meetings and projects, as well as training others within the corporate world to be able to do the same. Her book, "R.A!R.A! A Meeting Wizard's Approach", is a much-needed guide to planning and conducting meetings so that they are as productive, effectual, and smoothly run as possible. Find out more about her, her books, and learning options she provides on her website.
http://www.shirleyfinelee.com
Article Source: http://EzineArticles.com/?expert=Shirley_Lee
http://EzineArticles.com/?Best-Time-to-Hold-Business-Meetings-is-When?&id=1601606

Professional meeting facilitators have developed a number of "group process" techniques designed to help groups work more effectively in meetings. These group process techniques do make a difference. Research has shown that groups that use group process procedures are more satisfied with their decisions and more committed to their implementation.

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[from effectivemeetings.com]

The Do's and Don'ts of Business Meetings

The Do's and Don'ts of Business Meetings
By Adam W Young
When properly planned and executed, meetings can be an efficient way to share information or solve problems. When meetings are disorganized, scheduled without reason, too often, or not often enough, they become a waste of time and energy, and are a frustration to everyone. Meetings can be a very useful tool in an organization's productivity. The success of a meeting depends on how it is conducted. Here are a few things to consider, what to do, and what not to do when scheduling and running a meeting.
Don't have a meeting if there is no reason to have one.
Do have a meeting if there is a topic to discuss.
Many organizations have meetings on a regular basis (once a week, bi-monthly, etc.), which is alright if there is something to talk about in the meeting. If a meeting is scheduled, but does not have a point, it ends up wasting time, not only during the meeting, but in the time it takes for everyone to prepare. If you do have regularly scheduled meetings, and you know that one week is particularly slow and there will be nothing to discuss, cancel it and reconvene when you have an issue that needs attention.
Don't include people who aren't involved in the topic.
Do invite those who have valuable input or need to be involved.
Be careful about who you invite to the meeting. Review the subject matter and involve anyone who will have important contributions to make, or will need to know about it in the future. If there are attendees who have no connection with the subject, you are wasting their time. Additionally, if you are not careful about whom you invite, you may exclude people who may need to be included. There may be staff members who may not be working on it at the time being, but may need to participate to understand it later on. If it is a new project, you may want to invite those with more information. There may be people who are not directly associated with the project, but are more knowledgeable about it. In this case, they can provide helpful information that others cannot.
Don't go in unprepared.
Do have an agenda to follow and a basic structure for the meeting.
Every meeting should have a basic plan. You need to know what needs to be addressed and accomplished during a meeting, and how you are going to go about doing it. The agenda needs to specify what should be presented in the meeting, and when. The structure of the meeting is how it is organized. If this is a meeting where everyone needs to participate, determine the best way to do it (give time for questions, going around the room to each person for feedback, etc.). If the purpose of the meeting is to brainstorm, think about how you want to generate ideas. Every meeting needs an agenda and structure, but how each is used will differ based on the meeting.
Don't assume someone else will run it.
Do have a facilitator.
Once an agenda is set, there must be someone who ensures that it is followed. A meeting may have one plan, but the attendees have their own agendas, and a meeting can easily go off track when no one is sticking to the plan. If you cannot facilitate, find someone who will watch the clock, follow the schedule, and keep everyone on track.
Don't be selfish with the time.
Do respect other schedules.
Meetings are effective when used responsibly. Schedule enough time to focus on the matter at hand, but do not use time selfishly. Other members of your team probably have other matters that are just as or maybe more important than the current one, and need time to do their own work. Furthermore, when meetings are too long, attendees lose interest. If it becomes clear that you do not have enough time to resolve the issue in the meeting, schedule another one. The break between the meetings will allow attendees to come back refreshed and open to new information.
Don't own the meeting.
Do give opportunities for input and discussion in the allotted time.
The topic of the meeting is not the sole purpose. The purpose is to share this information. This will not be accomplished if one person is doing all the talking. Always allow time for feedback, questions, and discussion. If you do not have these elements, the meeting becomes a lecture.
The most productive meetings are those that have the most thought put into them. The topic, the attendees, and the structure are all essential components. With the proper attention, and planning, you can get the most out of your meeting, and the staff members who attend.
Adam is a human resources professional who has an extensive education in oral communication, diversity, and team/leadership development from the University of Southern California.
In his recruiting experience, has managed the hiring process for a variety of positions in the IT, media, graphic design and hospitality industries. Adam's background also includes training and development in which he has facilitated new hire orientations and trained different levels of staff in hospitality standards and safety. Adam has also acted as a consultant for non-profit organizations to help improve company wide communication processes.
Visit his weblog at [http://www.coachadamyoung.com]
Article Source: http://EzineArticles.com/?expert=Adam_W_Young
http://EzineArticles.com/?The-Dos-and-Donts-of-Business-Meetings&id=2892392

Six Tips for Great Off-Site Meetings

Six Tips for Great Off-Site Meetings
By Dale Kurow
As an executive coach, one of the decisions I help new leaders make is whether, when and where to hold their first off-site meeting.
Off-site meetings can be constructive team-building experiences and can catapult your staff to perform at higher levels.
However, without the proper vision, planning and execution, off-site meetings can have just the opposite effect: disrupting and polarizing your team.
Here are six tips for optimizing your off-site meetings:
1. Focus and clarity of purpose is paramount. If this is your first off-site as a new leader, relationship building should be your priority. Only after the team has learned what to expect from you, should you move ahead to discuss other business topics such as strategy, operating upgrades, etc. Relationship building comes first.
2. Have one (or two goals) max. Trying to tackle too many topics in your first off-site is a mistake. Don't give into the urge to multi-tasking, this will dilute your stated purpose and you'll accomplish less.
3. Prepare written goals and objectives. For example, if you have chosen to employ a relationship building exercise at the off-site meeting, decide when will it be introduced, what will be discussed and for how long, and what activity will ensue after that. Writing down your key goals and objectives, with timetables for each segment, will help ensure a good result.
4. Timing is crucial. Do you need one-on-one meetings with each individual before you schedule an off-site? If you have a disgruntled staff member who wanted your job and this individual brings emotional baggage into the meeting, you'll be courting trouble. Better to wait and/or have individual meetings to avoid exacerbating differences or intensifying coalitions between staff members.
5. Venue and length of meeting can vary from weeklong boondoggles (does anybody do these anymore?) with lavish entertainment, travel and hotel budgets to a one to two-day event in a person's house. Deciding which format to choose should be based on the newness of your staff, the off-site's purpose and the outcome you hope to accomplish.
6. Consider hiring a facilitator who can keep your staff focused and action oriented. Further, if you sense hostility brewing, using a skilled facilitator will signal that you are aware there's a problem and you are serious about dealing with it.
One more thing, don't forget to have fun. While off-sites can serve many important business needs, your staff is also hoping they can laugh with you. The best way to instill loyalty is to show them who you are, and that includes being genuine, open and human.
Dale Kurow, M.S., is an Executive Coach in New York providing leadership strategies for rapid advancement to professionals across all industries and disciplines. Dale works over the phone or in-person. Visit Dale's website at: http://dalekurow.com and blog: http://executivecoachinnewyork.com for strategies to improve your leadership skills.
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http://EzineArticles.com/?Six-Tips-for-Great-Off-Site-Meetings&id=7213445

How to Communicate Within a Group Meeting at Work

by Charmayne Smith, Demand Media

Circular group meetings help to promote increased interactions between meeting participants.

Meetings are a regular occurrence in many businesses. They are used to convey information, brainstorm ideas and develop strategies towards success. Of course, proper communication within a work meeting requires professionalism and courtesy. Still, a successful group meeting at work requires additional attention to communication details.

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[from smallbusiness.chron.com]

About the Author

Writing professionally since 2004, Charmayne Smith focuses on corporate materials such as training manuals, business plans, grant applications and technical manuals. Smith's articles have appeared in the "Houston Chronicle" and on various websites, drawing on her extensive experience in corporate management and property/casualty insurance.

Photo Credits

• Jupiterimages/BananaStock/Getty Images

Six Tips For More Effective Meetings

1. Don't Meet
2. Set Objectives for the Meeting
3. Provide an Agenda Beforehand
4. Assign Meeting Preparation
5. Assign Action Items
6. Examine Your Meeting Process

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[from www.effectivemeetings.com]

How to Optimize Meetings that Span Across the World

Tip 1: Knowing each individual’s time zone

Tip 2: Schedule meetings well in advance

Tip 3: When mentioning dates, mention the time zone used

Tip 4: Show consideration for those who have been inconvenienced by the meeting

Tip 5: If possible, arrange meetings by time zone

Tip 6: Use technology to keep everything organized

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[from meetingmiser.com]

 

Three Key Aspects of a Sprint Planning Meeting

Three Key Aspects of a Sprint Planning Meeting
By Faisal Mahmood
You should consider following three key elements if you want to have a fruitful Spring Planning meeting.

1. Preparation
2. Negotiation
3. Mechanics

1. Preparation
Well, the preparation occurs ahead of the Planning. However, it is of paramount importance.
Product Backlog grooming is the main ingredient of the preparation. The Product Backlog grooming helps the Team and the Product owner to

• Get a solid understanding of the Product Backlog items, especially ones at the top.
• Save valuable time in the Sprint Planning meeting. They can avoid long and often times painful discussions.
• Understand and prepare for the resource requirements

The Sprint Planning is a time-boxed meeting.The Team needs to discuss, understand and agree on the Sprint Goal within this time-box. It needs to devise an initial Sprint Backlog. The Scrum Team will find it hard to wrap up the discussion if it doesn't prepare well. It will struggle to agree on the scope of the Sprint.
This potentially can ruin the whole Sprint.
2. Negotiation
The Product Owner wants certain Product Backlog items completed during the next Sprint. She want to ensure that the project remains on track. The Product Owner puts her ideas and requirements forward during the Sprint Sprint.
But, this is the start of the discussion between the Team and the Product Owner. They negotiate on the items and the Sprint scope. The Team members ask questions to clarify the scope of the items. They want to reduce ambiguity.
Many times the Team finds out that

• The Product Backlog Items proposed by the Product Owner will require more work than the Team can do within a single Sprint
• The Team will need to do additional work to deliver items required by the Product Owner. This stems from technical, design, and feature dependencies.

So the Scrum Team negotiates the scope and many times the order of the Product Backlog Items. It adds more information to a few items. It reduces the scope of certain items to enable the Team to complete them in a Sprint. This is the negotiation that occurs during the course of a Sprint Planning.
3. Mechanics
Sprint Planning meeting is a critical meeting. So the whole Scrum Team participates in the meeting. This means the Scrum Master, the Product Owner and the (Development) Team. The Scrum Master facilitates this meeting.
The Team considers

• The amount of work it can deliver in a Sprint, called Velocity
• Planned vacations etc. calculate Team capacity and availability for the Sprint

The Scrum Master facilitates this meeting. Sprint Planning consists of two logical parts.
I: the Team and the Product Owner discuss and agree on the scope of the Product Backlog Items aimed for the Sprint. Then they agree on a Sprint Goal. The Team refines (or defines if they have just started the project) the Definition of Done. This is the what part. They have agreed on what needs to be done.
II: the Team creates a plan to deliver the selected work, the Sprint Backlog. This is the how part. The Team usually breaks down the selected items into small tasks.
And the Sprint gets going.
Faisal Mahmood is the author of the book Agile Adoption Mistakes. Faisal is Certified Professional Scrum Trainer and Agile coach. Faisal leads Agile Training and Scrum Certification courses in London, UK and around the world.
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http://EzineArticles.com/?Three-Key-Aspects-of-a-Sprint-Planning-Meeting&id=6959124

Effective Meetings - Meeting Excess?

Effective Meetings - Meeting Excess?
By Arnold Monk
Overview:
Meetings are not the most well-liked element. They could be viewed as a waste of space for a lot of people. Thus, if you must have meetings how could you boost productivity?
Are there too most meetings?
This is a query that must be asked, however, many fail to do so. Any meetings will interrupt the work arrangements, however, they additionally have a direct impact on that work program. It's unfeasible to run a project of any duration without some kind of control and effective meetings meet that need. Before considering their frequency, think about the purpose of particular meetings. Exactly what are they trying to achieve? Exactly what contribution will they call for, both in regards to data, personnel and documents?
Additionally, consider the interruption to usual work methods over all of the involved departments. As soon as you have answered this, the topic of meeting regularity can be put forward as a component of the agenda of the first meeting. It is essential to obtain the understanding of all those team members and to get agreement for the meeting purpose.
Are meetings too prolonged?
I think we pretty much know the answer to this one? I have attended meetings that have kept going way past their allotted time. The primary issue is that a meeting could well begin with everybody enthused and well motivated, but, can deteriorate, quite swiftly, if the meeting is drawn-out. Prolonged meetings quickly demotivate everyone and definitely impact notions for future meetings.
If you plan a meeting try to keep to the agenda timings. Free up time in the agenda for summing up crucial events, actions and an opportunity for suggesting other points not yet dealt with.
It is normally the situation that, if a meeting is considered essential, the greater time it takes. There is no logical justification for this, so, be warned of board meetings.
Ambiguous groundwork:
Many team members at company meetings show up ill equipped. This might take the shape of a pen and paper or a wish to leave as early as they can. Poor preparation weakens many meetings. If you are asked to deliver a presentation on a subject then make certain that it is to the point and has the vital underlying facts.
Is this necessarily the team members offense? It is the chairperson's responsibility, alongside the reliability of minuted actions, to help reduce these incidents. When a person is invited to present information make certain that they understand what is required.
Ambiguous function:
We have already referred to this. This is the fundamental part of any meeting that must be absolutely clear. If this is in position it is unlikely that individuals will drift beyond the planned topic and meetings will be more to the point.
Having said that, it is not uncommon for the chairperson, or person setting up the meeting, to believe that the reason of the meeting is apparent to everybody. Make certain it is by pronouncing it implicitly and ask for thoughts from anyone who could be unclear.
Ideally, the couple of ideas above will make sure there are, at least, a few effective meetings.
As well as writing articles about items covering effective meetings, for example, we give plain jargon free strategies and information covering a wide breadth for business and personal use. If you wish for more help and advice why not check out Risk management
Article Source: http://EzineArticles.com/?expert=Arnold_Monk
http://EzineArticles.com/?Effective-Meetings---Meeting-Excess?&id=7106721

Serving Refreshments at a Meeting

If you feed them, they will come. Providing food at a meeting or other event can promote attendance and provide a welcoming atmosphere. If youÕve been asked to prepare refreshments for a meeting or workshop, here are some factors to consider. Click here to read the rest. [from www.berea.edu]

Taking Meeting Minutes

A easy to read PDF file that covers the basics of taking meeting minutes. 

Also includes an example.

Click here to go to the PDF file.

The Eight P's of Office Meeting Protocol

1.  Be Punctual
2.  Be Prepared
3.  Be Participatory
4.  Be Positive
5.  Be Productive
6.  Be Polite
7.  Be Proactive
8.  Be Professional

Click here for detailed information.

[from ezinearticles.com]

5 Tips for Introducing Yourself at Your Networking Meeting

Before you say, "Hello my name is..." read these tips to make a better impact at your next networking meeting.

Networking is a process. It is a sequence of events and touch points with your contacts. It is critical that you follow your networking process. It is also important that you make each touch point count. One of the most common touch points is introducing yourself at the networking meeting.

If you want to make the best impression when you introduce yourself use the following tips to present yourself with greater impact. Be a smart networker by making a positive impression every time you speak.

Drink Water
Before you speak drink water - not coffee and never alcohol. Why? Water lubricates your vocal chords, improves your voice and gives you needed fluids that you lose while speaking. Room temperature water is best. Cool water is acceptable. Avoid ice water because it is harsh on your vocal chords. Avoid dairy products (cheese and milk) because that creates phlegm in your throat which makes you gag and cough. Coffee contains caffeine which might make you more nervous and it is a diuretic that dehydrates you. Alcohol both dehydrates you and clouds your judgment. Stick with water.

Emphasize Your Name
While introducing yourself to one person or a group, emphasize your name, so they hear it, feel the respect you have for your name and remember it. State, "My name is (short pause) George (short pause) Torok (smile)." Say it loud enough to be heard. Most importantly - say it much slower than you normally do and smile.

You know your name so you might get tired of saying it. But there are people at the meeting who don't know it and you want to be sure that they hear it and remember it.

When someone asks you to repeat your name - don't be annoyed - be honored and state it proudly (for the millionth time).

Make Your Name Memorable
If your name is unusual, difficult to remember or pronounce, say it extra slow and repeat it, 'Torok'. Help them remember it by adding, it sounds like 'tore - rock.' You might add, It means 'Turk' in Hungarian. Or you can call me 'nickname'.

State a funny word that your name rhymes with or spell it slowly.

When you can have fun with your name people will like you more. If you make people laugh as you explain your name, they will remember you.

Stand and Wait for Everyone's Attention
It's your turn to stand up and give your 30-second presentation at a networking meeting. Stand up. Look proud. Don't play with your chair. Pause. Wait until you have everyone's attention before you speak. It might take a few seconds. It might seem like forever. When you speak it makes your information seem more valuable - and they will hear you.

Use Action Verbs
When you are telling people what you do, use action verbs and words that paint pictures of results. Avoid using nouns ending in 'tion'. These used to be action verbs. Don't say, "We are in the telecommunication business." Instead say, "We install and maintain phone systems for small and medium sized business." "We specialize in designing customer friendly systems for busy offices with unique needs." Use the word 'specialize' - it suggests that you are special.

Networking will pay off for you when you are noticed and remembered. Use these tips to speak well and to be better noticed and remembered at your networking meetings.

[from  –www.bestmanagementarticles.com— ]

Useful English Phrases for Participating in a Business Meeting

Click here to go over useful phrases used during a meeting.

These expressions are mainly for the person that English is their second language, however everyone can use the expressions.

Seven Steps to More Productive Meetings

Inefficiency is a big drain on your bottom line, so meet wisely.

FROM Business Insider|July 16, 2010|

 

Click here to read.

 

Business Meeting Etiquette

Business Meeting Etiquette

Etiquette in business can come in a variety of forms – be it a business lunch to your choice of attire at an awards ceremony but the most crucial area in which etiquette can mean the difference between a company gaining or losing thousands of pounds is in a meeting setting. There are different types of meetings. They can be both formal and informal and can be held with clients customers or fellow colleagues but the one thing they all have in common is that they usually result in success or failure. And, if you only get one area of etiquette correct in business, it’s important that it’s during a meeting situation.

Click here to continue.

[from worketiquette.co.uk]

Liven Up A Meeting

Here are some humorous ways to liven up a meeting.

Click here to read.

Meeting Energizers

Tired of the same old meeting formats?  Why not spice them up with some icebreakers?

It may seem at first that using icebreakers in a meeting could be a bit awkward, expecially within a group that already knows each other.  However, using these icebreakers could be a good way to bring some much needed energy into your meetings.

Click here to read about some ways to energize your meetings.

Manage Disruptions In Meetings

There are many things that can disrupt meetings.  It could be anything from late arrivals to participants that either talk too much or don't talk at all.

Click here to gain some tips to help overcome these disruptions.

How To Take Minutes: A step-by-step guide

How to Take Minutes

from wikiHow - The How to Manual That You Can Edit
You were just elected secretary of the committee you belong to. Congratulations! Do you know how to take, prepare, and present minutes according to the legislative bible, Robert's Rules of Order[1]? Keeping a record of meeting notes is very important. Here's what you need to do.

Steps

1. Bring a notebook or laptop with you. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, it may be advisable to buy an appropriate notebook rather than grabbing your son's Winnie The Pooh binder. Also, it is helpful to have a good and dependable pen. Experienced secretaries might suggest using a pencil instead.
2. Once the meeting is set to begin, distribute a single piece of paper specifically formatted for names and contact information. Write a note at the top of the page indicating the paper needs to be returned to you. This is a great way to document attendance.
3. Write down the time the meeting begins. The president will say something like, "At 6 pm on Friday, February the 21st, 2007, I call the meeting to order."
4. Read the agenda. Since you are the secretary, it is your duty to have prepared a draft agenda beforehand. The president will ask you to read it. After the agenda has been read say, "I move for the adoption of this agenda." Note on your piece of paper that the draft agenda was read and that you moved for adoption (no seconder is needed). Note either "motion carried" or "motion failed."
5. Read the Draft Minutes. The president should ask you to read the minutes from the previous meeting. It is essential that you have them with you. They can be distributed beforehand or you can read them when asked. After you are done say, "I move for the adoption of these draft minutes." No seconder is required. Note who made the motion and note either "motion carried" or "motion failed."
6. Listen to the other reports. At this time, the treasurer or some sub-committees may have news and updates to report. Make sure you grab a copy of their updates at the end of the meeting. Note who read them, and whether the motion carried or failed.
7. Record any old business remaining from previous meetings. Did someone need to write a letter? Was it sent? Note anything that was done or not done and by whom.
8. Record new business. When someone has an issue to address they will make a motion. For example, they might say, "I move to give $100 to the editors of wikiHow." It is important that you write down the exact words.
9. Note who makes motions, seconds motions, and whether or not they passed or failed. Also, write down who has been designated to do what.
10. Note what time the meeting adjourned.
11. Write down any points of order, points of information, or any other relevant information.
12. Leave out unimportant details. If an amendment is made, you do not have to write down the fact that someone proposed making an amendment. Just make sure, if it is passed, that it is in the main motion when you write it down.
13. Make sure you have everything you need after the meeting adjourns, such as
    • Who sent regrets?
    • Who was there?
    • All the reports.
    • Location of the meeting.
14. Type up the minutes. Do not include comments like, "Member A said he did not agree," or "The treasurer gave an excellent report." Don't include the debate in the minutes. Even if you spend 3 hours debating something, only put who made the motion, the exact wording and whether it passed or failed.
15. Distribute your draft. Once you've typed a draft of the minutes, send them to each member. Remember: until the report is approved by the committee members, it is only a draft subject to change at any time.

Tips

• It is a good idea to sit as close as possible to the chair of the meeting. This will allow you to hear everything and to ask for clarification without having to raise your voice.
• Make note not only of the concerns, but also of any accomplishments discussed in the meeting.
• Write things as they happen. If someone brings up a topic early in the meeting and someone else brings up the same topic later, do not group these things together.
• Make sure you have the correct name spellings, contact email addresses, and telephone numbers.
• Minutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, for example, someone's reputation may depend on it.
• Keep the minutes filed in a safe place.
• Even though you are taking notes, you may still participate in the debates.
• Ask people to write down their motions. This will save you the headache of trying to paraphrase someone else's ideas.
• Read certain parts of Robert's Rules of Order, in particular the section on being a secretary.
• Consider learning shorthand or using a laptop. This will help you record the minutes in a timely and accurate fashion.
• Don't be afraid to interrupt and ask for clarification at any time.
• Type up your minutes immediately after the meeting ends. It's best to do this while the events are still fresh in your mind. It's also important that participants get a copy of their action items as soon as possible after the meeting.

Warning

• Don't put too much detail into the minutes. Only the pertinent information is necessary.

Related wikiHows

• How to Write an Agenda for a Meeting
• How to Prepare for a Meeting
• How to Run an Effective Meeting
• How to Organize a Meeting by Leaving an Answerphone Message
• How to Pass Time
• How to Pass the Time in a Waiting Room
• How to Jog in Cold Weather

Sources and Citations

1. ↑ http://www.robertsrules.com/

Article provided by wikiHow, a wiki how-to manual. Please edit this article and find author credits at the original wikiHow article on How to Take Minutes. All content on wikiHow can be shared under a Creative Commons license.

Tips On How To Organize A Meeting

You can find tips and guidelines on how to organize a meeting.

Click here to read the article.

Robert's Rules Of Order: Mastering The 3 Most Important Motions

Robert's Rules of Order Motion Chart

Here is a chart you can refer to regarding Robert's Rules of Order.
It includes useful phrases.

Click here to see the chart.

Robert's Rules of Order Summary

RobertsRules.org | Robert's Rules of Order - Summary Version

For Fair and Orderly Meetings & Conventions

Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.

The fundamental right of deliberative assemblies require all questions to be thoroughly discussed before taking action!

The assembly rules - they have the final say on everything!
Silence means consent!

• Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking!
• Debate can not begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote!
• Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
• The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone
• The member moving the "immediately pending question" is entitled to preference to the floor!
• No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
• All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!
• The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!

The Rules

• Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary!
• Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order
• Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question."
• Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules)
• Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made
• Main Motion: Brings new business (the next item on the agenda) before the assembly
• Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own)
• Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble can not be considered until debate on the body of the paper has ceased.
• Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
• Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor
• Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists include size of committee desired and method of selecting the members (election or appointment).
• Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time
• Limit Debate: Closing debate at a certain time, or limiting to a certain period of time
• Postpone to a Certain Time: State the time the motion or agenda item will be resumed
• Object to Consideration: Objection must be stated before discussion or another motion is stated
• Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending
• Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table
• Reconsider: Can be made only by one on the prevailing side who has changed position or view
• Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session
• Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred
• Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal.
• Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business
• Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified

© 1997 Beverly Kennedy

[from  http://www.robertsrules.org/indexprint.html]

Boring Meetings Suck

Meetings Making you Dumber?

The goal of meetings is to brainstorm, make deals, share information, make you dumb...  Make you dumb? 

Here is a fun article about meetings, that may lead you to become...dumb!?

Click on the title.

Meetings Make You Dumber

New study finds group interactions impact problem-solving ability

By Evann Gastaldo, Newser Staff

                           

[from Newser.com]

Avoid These Common Meeting Mistakes (Sarcasm Intended)

Avoid these 10 Meeting Mistakes

Bringing people together for meetings can be a great way to increase team interaction, discuss ideas, and share valuable information. However, 100 people polled in the last 42 days indicated that most employees perceive meetings as a colossal and inconvenient waste of time.

Why is there such a disconnect? Many managers or facilitators make one or more of these meeting mistakes, also known as:

10 Ways to Anger and Irritate Your Meeting Attendees(Sarcasm and humor intended.)

1. Schedule the meeting during lunch. People love to focus when they are hungry, and that puts them in the right frame of mind for their afternoon client calls. Don’t provide food – that might be distracting. People could spill on the copious notes they are taking.
2. Be sure to announce the meeting less than 24 hours in advance. People love showing how flexible they are for nonimportant staff issues,. Clients love being reshuffled as well to accommodate your poor planning.
3. Keep the topic of the meeting a mystery. People LOVE surprises.
4. Don’t have an agenda. Workers enjoy your sense of disorganization and off-the-cuff, random thoughts on philosophical issues.
5. Read to attendees during the meeting. Preferable a very long, detailed, or analytical new policy. Do this for several minutes. Make sure to mispronounce several common industry words so that we pay attention.
6. Giggle a lot. People respect your humorous nervous energy when you are in front of subordinates.
7. Start the meeting with off-color jokes to connect with our immature side.
8. Don’t start or end on time.
9. Hold weekly, monthly or quarterly meetings even if you have nothing to say because those meetings are on a checklist somewhere.
10. Give the company complainers plenty of time to air their personal grievances.

Get the idea? When employees don’t feel as though their time is valued, they are not fully engaged. Increase participation and accomplish the organization’s goals by making sure that you don’t make these meeting mistakes.

[ by Mary Kelly at www.productiveleaders.com]

Bright Ideas For Funner, More Productive Meetings

If there is one thing we could improve in our never-ending lists of meetings, is to make them more fun and interesting, and of course - more productive!

Here is a list of 26 ways to make meetings funner and more productive.

Click on the title to go to the article:

Meeting Ice Breakers: 26 Ways to Make Them More Fun and Productive

Make Your Meetings More Effective

We seem to spend an awful amount of time in meetings.  Many meetings seem to be unproductive and a waste of time. 

This article provides tips on how to make your meetings more effective.

Click here to read the article.

Listening is Important

A good communicator is one who can listen well.  This person can understand the feelings of the other person and react accordingly.  This person does not let feelings get in the way and respond with anger.  This person can moderate between others and come up with a solution (or a quick fix at least).  This person knows that communication is sometimes blurred and misconstrued.

Meetings sometimes become a shouting match. A place where everybody wants their opinions to be heard and dismiss others as not having any merit. These shouting matches rarely produce any productivity. More often than not, it results in another meeting to take place to basically go over the same information that the current meeting should of covered. It can also lead to ill-gotton feelings against one another.

During a meeting it is vital to listen, as well as, give your opinions and feedback.  The more you listen and consider what others are saying, the more you can formulate the best ideas for a productive meeting. 

The Meeting Killers

Putting together a successful meeting from beginning to end without complications seems like an undaunting task.  Even if you have everything ready for the perfect meeting environment, in comes the meeting killers.  These meeting killers are ready to disrupt your meeting.

Read the article below on how to fight back:

Meet the Meeting Killers

In the Office, They Strangle Ideas, Poison Progress; How to Fight Back

[Wall Street Journal Online]

Being Constructive

All opinions and criticisms during a meeting should be constructive.  They should definitely not be personal.

Here are some guidelines to follow:

• Don't be judgmental
• Don't call people:

           - immature
           - unprofessional
           - inept
           - irresponsible
           - or any other personal attacks

• Don't use negative words like:

           - bad
           - worst
           - should have
           - would have
           - could have

Remember this advice - CRITICIZE THE IDEA NOT THE PERSON.  And when criticizing the idea, be constructive.

Productive Meetings

A presentation on how to have productive meetings.

Productive Meetings

View more PowerPoint from Debby McNichols

Excusing Yourself from a Meeting

This past week I wrote a response on how to get out of a meeting on the website Quora. Actually, the person asked how to cancel or flake out of a meeting. You can click here to read the answer.

While many people would consider that, at times, even though they have to attend a meeting, they feel that it is a waste of their time. It is true that some meetings are, in fact a waste of time. And if you feel that you cannot attend (due to valid reasons or a made-up reason) you need to take some steps to avoid any backlash.

Here are the three things you need to do:

1) Contact the chair and other participants stating why you will be "absent" from the meeting.
Here is where you insert your white lie.

2) If there are any materials, information, etc... that is needed for the meeting,
send it directly to the chair or a member that will attend to relay the materials
to the participants.

3) When you "return" request a copy of the minutes and talk with attendees to
get information pertaining to the meeting. If there is any input you feel could
benefit others, you can provide your information to them, as if you actually
were in attendance at the meeting.

For additional reference to this situation, you can click here to read another submitter's answer also on Quora.

Roles of the Chair and Participants

Everyone in attendance at the meeting has a role to play.  Let's look at the roles and what is expected from them.

Chair's Role

The most important role at the meeting is the chair.  We have previously covered the chair's activities in the preparation of the meeting.  You can click here to read "Effective Chair Preparation."

During the meeting the chair needs to control the meeting.  The chair should refrain from being biased and should not show favoritism or opposition against anyone.  The chair can guide the discussion to the best course of action based on his/her opinion, but it should be done without stifling any of the members.

The chair also needs to control the members when there are interruptions or if things get heated.  The meeting should not be a venue for hot debate or to vent frustrations.   Also, if the talk starts to digress the chair can get everyone back on topic.

The chair is the facilitator of the meeting.  In order for a successful meeting, the chair should:

• Ask and define questions
• Exam issues
• Evaluate suggestions
• Suggest solutions
• Encourage participation
• Make participants feel comfortable

Participant's Role

Each participant should be active in the meeting.  This does not necessarily mean they need to talk throughout the meeting, but when called upon or when a comment should be made, they should do so.  The more contributions that are made, the more ideas can flow and this can result in more productivity during the meeting.  Also, it enables feedback from the other participants.

If you feel you need to interrupt, do it in a positive manner.  Start with, "I am sorry to interrupt, but I should add..."  Also, try to say something positive, rather than all negative.  "Excuse me for interrupting, but I understand what you meant, but that plan will not work for this project." 

Be sure not to let things get personal.  Things can turn ugly quickly.  Don't say mean things or feel that you need to be overly critical.  Constructive criticism is always accepted, but do it in a manner not to offend or sound rude.

Opening the Meeting

The chairperson (aka chair) has the responsibility of presiding over the meeting.  In preparation for the meeting, the chair should arrive early to make sure everything is ready. 

Use this checklist:

• Handouts ready and arranged?
• Equipment working properly?
• Refreshments set up?
• Nametags (if needed)?

Additionally the chair should consider the following:

• To start or delay if members don't arrive on time?
• Scheduled breaks?
• Redistribute the agenda?

Once everyone is seated you can open the meeting.  Here is a sequence of the opening to a typical meeting:

Starting

You can begin by letting the participants know that the meeting is starting. 

ex.)  Ladies and Gentlemen, shall we start? 

Welcoming

Welcome everyone and add pleasantries, such as, thanking them for driving so far or taking the time out of their busy schedule to attend your meeting.

ex.)  I am glad to see all of you here today.  I hope that traffic was not too bad. 

Introducing

If there are any participants that may not know each other, then you should introduce everyone.  If the meeting is within a team or group of participants all familiar with each other, then you can skip this part.

ex.)  First of all, let me introduce Mr. Lee from ABC company.  He is our supplier and soon to be business partner in our new venture.  Mr. Lee, let me introduce you to Mrs. Han, the purchasing Manager.  And this is Mr. Jones, from accounting.  And next is Mrs. Smith, the Director of Purchasing.  And this is ...

Apologizing for Absences

There may be absentees.  It is a good idea to let others know if anybody is absent from the meeting. 

ex.)  I am sorry to say that Mr. Allen could not join us today because of a personal matter.

Stating Objectives

Clearly state why the meeting has been called.

ex.)  The reason we are all here today is to settle our partnership agreement with the ABC company.  As all of you know, we have been doing business with the ABC company and Mr. Lee for over ten years.  With the solid relationship we have built, it is ideal that we form this partnership to benefit the both of us...

Setting the Agenda

Briefly outline the agenda.

ex.) As you can see from the agenda, we will look at costs, then ...

Expected Duration of the Meeting

Let the participants know how long the meeting will last.

ex.)  This meeting will finish by 2PM today.  We will take a break every hour and break for lunch at noon.  We resume at 1PM.

Roles and Process

Briefly outline the roles of the participants and how the meeting will be conducted.

ex.)  Mr. White will read the minutes from the last meeting and also take the minutes at this meeting.  I will let each participant give their report in turn...

The Agenda

Agenda:  The Map to Effective Meetings

To have a successful meeting in both productivity and effectiveness, an agenda should be prepared regardless of how simple or detailed it may be.  Without one is like sailing without a map.  An agenda creates order and sets out a goal to accomplish it.  The attendees can use the agenda to prepare and think about the issues. 

Distributing the Agenda

For meetings that involve small groups, send out the agenda at least two days before the meeting.  For larger groups a week or two in advance is recommended.  If there may be participants that will travel from far away, more time should be considered.  Also, keep in mind what type of meeting you will be having.  Some meetings require more or less time to prepare for.

Informal Agenda

For routine or meetings that do not require much preparation, you may consider sending a simple agenda by email.  Some of the information you should include are:

Time:  When the meeting will take place.  Length of the meeting. 
Place:  Include directions and/or any pertinent information regarding the venue.
Purpose:  Objectives and intented outcome.
Attendees:  Who is expected to attend the meeting.
Responsibilities:  What the participants should prepare of bring to the meeting.

The 3-phrases of Responding to a Question

If anyone asks a person during in an official situation such as a meeting, presentation,
etc, an average person (whose primary language is not English) would mostly answer
in one sentence, or two. This is not an ideal way of structuring the answer, and you
are advised to follows guidelines below:

Example of a Less Appropriate Response:

Q: "Please tell me what you have in mind regarding North Korea."
A: I think that the issue must be dealt between the South and the North first."

Example of an Appropriate Response:

Q: "Please tell me what you have in mind regarding North Korea."
A (Phase 1): "Well, thank you for asking me that question."
(Acknowledging the nature of the question)
A (Phase 2): "As you may know, the issue on the North Korea is global."
(Generalization without telling much what you have in mind)
A (Phase 3): "However, I believe that the issue must be dealt between the
South and the North first."
(Your answer)

You can switch (2) and (3).

If asked with a close-ended question, you may answer with YES or NO, and
then proceed as instructed above.

Effective Chair Preparation

The success of a meeting can depend on the efforts of the chairperson.  The chairperson is responsible for all the aspects of the meeting.  If the chairperson has dilingently preapared for the meeting then the outcome of the meeting should reflect the effort.

Bear in mind that a meeting is not a lecture or a presentation, it is a concerted procedure and each person should be considered as an integral part of the meeting.

Follow these guidelines:

• Define Objectives

          Each member should know the purpose of the meeting.

• Define the type of meeting

          Is it the format formal or informal?
          Brief or Long meeting?
          Is this an on-going meeting or a one-time meeting?
          Is the meeting internal or external?
          Informative or decision-making?

• State the time and place

          Give any additional information to the venue if needed.

• Provide information regarding the participants in the meeting

          Will there be executive members?  CEO?  Special Guests?

• Prepare the agenda and send it to the participants in ample time

          Include subjects, topics, themes that will be discussed.
          Include any changes or other information that may be necessary for the participants to
          prepare for.
          Make sure to give concise information to allow all the participants a reasonable time to
          prepare for the  meeting and to also bring any materials necessary for the meeting.

• Anticipate questions, problems and other things that be come up at the meeting

          The more you prepare, the smoother the meeting should be.