Pre-Meeting Planning

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Do curso por Rice University

Relationship Management

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Rice University

Relationship Management

29 ratings

Curso 2 de 3 em Specialization Leadership Development for Engineers

To be a successful engineer, you must work and play well with others. This course focuses on developing the skills you will need to build and sustain professional relationships and networks. Learn to coach and mentor others, manage conflict and build power and influence in the workplace.

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Conducting Effective Meetings

Pre-Meeting Planning3:34

Conducting the Meeting4:28

Post Meeting Actions1:46

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David Van Kleeck
Professor in the Practice of Engineering Leadership
Rice Center for Engineering Leadership

As we think about the conduct of meetings,

I like to divide their conduct into three distinct phases.

First, those things that occur before the meeting ever actually happens.

Second, the actual meeting itself and

the facilitation that goes on within the meeting.

And lastly, those things that have to be done after the meeting

in order to ensure the success of the meeting.

So let's begin by looking at those actions that you would take

before the meeting actually occurs.

As we described previously,

we talked about establishing the purpose for meeting.

Being clear on the purpose will be vital to ensure

efficiency during the conduct of the meeting.

Make sure that you pay strict attention to how you structure the meeting around that

purpose.

Next, determine who the right people are.

This is the who of the five Ws.

Make sure that the right people in the audience are there that either need to

receive information or participate in the decision or

do the brainstorming and workshop items that we talked about in the purposes.

Set the agenda.

As you set the agenda make sure that it addresses specifically

the topics that you need to cover, but as well covers a flow

of information throughout the course of the meeting that is both logical and

follows a pattern that you can use in subsequent meetings.

Ahead of time you may need to send out some pre-reading materials.

This will be extremely important as you approach decision making meetings,

brainstorming meetings, and perhaps some workshops.

The participants in the meeting need to be prepared ahead of time,

in order to be effective participants during the meeting itself.

Failure to get these pre-reading materials out will ensure that you spend too much

time in the meeting grounding everybody in the details of the topics to be discussed.

Make sure that the preparations for

the location of the meeting that your going to conduct are appropriate,

that the meeting facilities have the audio visual, the presentation materials,

flip charts, tables, whatever you need to support the meeting is actually there.

Prior planning of that will ensure that

you don't come up short during the actual meeting itself.

As part of that, make sure that you address the ergonomics.

Make sure that the seating is appropriate, that the air conditioning or

heating is appropriate so that your participants are not uncomfortable.

Before you actually send out the agenda and prepare to conduct the meeting,

go back and reassess.

Do we really need to conduct this face to face meeting?

Are there alternatives that I might be able to use instead of bringing people

together, and consuming their time away from their normal work responsibilities?

Can I use email?

Could I do a video conference instead?

So that you avoid people having to travel to be at meetings.

Lastly, as part of your preparation, send out the meeting notice well ahead of time.

To the extent you can do this weeks ahead of time would be even better.

Last minute notifications of meetings always result in confusion and some

frustration as people have to adjust their schedules in order to attend your meeting.

Lack of pre-meeting preparation will almost always ensure that the outcome will

be unsatisfactory.

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