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How To Conduct A Meeting Effectively

This document discusses how to chair a meeting effectively. It defines what a meeting is, characteristics of productive meetings, and steps to take when conducting a meeting from start to finish, including preparation, opening, conducting, and closing. The key aspects covered are setting objectives and agenda, inviting the right attendees, leadership, assigning note-takers, recapping decisions, and thanking participants.

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Huggins Muzvuwe
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26 views

How To Conduct A Meeting Effectively

This document discusses how to chair a meeting effectively. It defines what a meeting is, characteristics of productive meetings, and steps to take when conducting a meeting from start to finish, including preparation, opening, conducting, and closing. The key aspects covered are setting objectives and agenda, inviting the right attendees, leadership, assigning note-takers, recapping decisions, and thanking participants.

Uploaded by

Huggins Muzvuwe
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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How to chair a

meeting effectively
Fuculty of Medicine
Course Name: language and Communication skills.
Lecture : Luzane.T.L

Hope Mago N02316273F


Sandra Cakana N02316876G
Laura Sibanda N02315966H
Tafara Musarapasi N02315812N
Objectives
• Definition of meeting.
• Characteristics of a productive meeting
• Steps, on how to conduct a meeting from start to end.
Definition of a meeting

• According to Webster’s dictionary a


meeting is an act or process of coming
together.
• As a way of achieving a common goal.

• Can be held in person or online


What are the
characteristics of
a productive
meeting
This will help in the
The result of the
overall success of a
meeting is something
any organization or
tangible
company.
Importance of meetings
• One of the major lessons that came out of Covid is that as humans we
crave interaction with other humans.
• Meetings are a great way to share our visions, create values and
influences, and motivate other team members.
• Meetings that are run effectively are critical for successful collaboration
and productivity.
Why have a Meeting?

• To address an impending situation


• Make a descision
• plan development
• Gather or convey information
• Get a response to information
• To get approval /research concesus
• Clarify responsibilities
• Create a sense of teamwork
Meeting preparation

This can be a monumental task in


any workplace, organisation or
company.The following are the steps
taken in meeting preparation.
• Create a background agenda
• Define the objectives of the meeting
• Invite the right people to the meeting
• Choose the right time
• Prepare information
Opening a meeting
• IEEI
https://blog.lucidmeetings.com/blog/5-steps-to-improving-
engagement-in-meetings/#:~:text=3.%20Make
%20Space,provide%20an%20answer.
•
INFORM

o At the beginning of the meetings ,use words like the


following:

“ The whole point of this meeting is…When we are done,


we will have achieved …”

o These words inform everyone the purpose and goal


of the meeting.

o These words help get everyone on the same page


B
•EXCITE
o The goal of the excite part is to answer the question
“why should I care?”
o Without the element of excitation ,you may have
people in the room, but are they really at the table.
o How do you excite?
o You excite by making statements for them that
answer the question “what’s in it for me”
C

o The goal in empowering participants is to ensure


that they are clear on the power that they have
while in the meeting.
o Empowered people, tend to be less hesitant to
participate in discussion and more willing to offer
their thoughts and ideas .
o Often a single, focused empowering statement is
adequate.
o For groups that are used to being told what to do,
multiple statements would be required to empower
them
• INVOLVE
D o After delivering the opening ,get all the participants immediately
involved.

o This involvement initiative gets everyone engaged and prepares them


for the rest of the meeting.

o How do you involve participants early in a meeting?

o Start with a question, which is focused on the task at hand.

o For other teams ,it may be more appropriate to start with a question
that takes more of a people focus.

o Make space for people to engage ,eg.(the five hippopotamus rule).

o Don’t forget the introverts.


Conducting the meeting
Conducting a meeting is how it is
administered and orchestrated
for a common goal to be
achieved.

Strong leadership Assign a note taker


Being an effective leader
It shouldn’t be a one man centered meeting.

A good leader will Listen and ask questions for productivity.

Everyone at the meeting should be heard

Ensure Accurate Meeting Minutes are kept


The note taker

Should be assigned to take detailed notes of the


meeting and summarize the key points at the end.

This role can be rotated per given meeting


Closing a meeting
1. A high level summary should be added. This is done by avoiding the
details of the discussion but only alluding to the key factors.
2. Key decisions. Recap the agreed position for each agenda and make
sure everyone is on the same page
3. Action assignments. Make sure every participant is aware of what
they would have been assigned.
Concluding the meeting
4. Was the achievement /goal met? If it was then thank everyone for their
time, if not highlight the progress made so far and schedule for the next
meeting.

5.Don’t forget to thank participants for their contributions And


attendance.
Conclusion
A successful meeting requires patience , should be carried out
respectively and considerably as it is a gathering between two or more
people with the aim to reach a common goal.
• We understood what a meeting is.
• Understood the steps that should be take in conducting one.
• The importance of who attends, agenda, purpose and goal of meeting.
REFERENCES
• https://meetingnotes.com/blog/why-have-meetings#:~:text=What%20are%20
the%20possible,one%2Don%2Done%20meetings
• https://fellow.app/blog/meetings/ways-to-effectively-conclude-a-meeting/#:~:
text=started%20for%20free-,How%20to%20close%20a%20meeting%20in%
207%20steps,Send%20a%20post%2Dmeeting%20recap,-1
• https://blog.lucidmeetings.com/blog/5-steps-to-improving-engagement-in-me
etings/#:~:text=3.%20Make%20Space,provide%20an%20answer
.
• https://www.leadstrat.com/tuesdays-master-facilitation-tip-ieei/#:~:text=IEEI
THANK YOU

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