如何组织开会.ppt

* Managing Meetings People spend 20% or more of their working lives attending, conducting, preparing for, and following up on meetings. Almost one third of all meetings are considered unnecessary by the people who attend them So, WHY MEET? Touchstone Criteria to Hold a Meeting Share Information Is the information such that meeting face to face will be the medium most suitable for the purpose ? Make decisions Capitalize on different experiences, perspectives to make better choices Solve problems Foster innovation - Inspire and build on ideas Preparing for an Effective Meeting  Define meeting objectives Have an Agenda Set the Ground rule Assign Roles Logistics and pre-work Managing the Meeting Start on time Review your goals and objectives at the outset Assign a person to write key points on a flip chart or white board Keep conversations on-topic and encourage everyone to participate. Stay action-oriented. Encourage individuals to leave if the remaining topics don’t pertain to them Summarize your decisions Manage the clock. End your meeting on time Managing Audio meetings Call in numbers to be shared prior to call Material to be shared prior to call List of attendees who have confirmed participation, along with title/ role Introduce everyone on call Take your name before providing any comment Send draft MoM to all for upgrade in case any items had not been captured correctly. Subsequently send final MoM 3P’s of the Meeting Purpose - Why Why do we call for this meeting? Product - What What products do we expect when the meeting is over? Process - How How to develop meeting agenda? How should the discussion go? How to assign meeting roles? Meeting Leader Roles Focuses energy of group on the task Protects individuals from attack Coordinates meeting logistics Responsibilities Creates an open environment Encourages participation Provides equal opportunity Keeps discussions on track Gets conclusions Key Skills for a Meeting Leader Summarizing Skill