有效会议的方法Conducteffectivemeeting.ppt

Ford Motor Company PhilippinesDo You Need to Meet?Legitimate Purpose?Discussion Needed?In Real Time?No Other Means?Start PlanningFord Motor Company PhilippinesA Most Common EventManagers spend up to a third of their time in meetingsFord Motor Company PhilippinesReasons for MeetingsvObtaining informationvSolving a ProblemvMaking a DecisionvMotivating PeoplevDeveloping IdeasvMaking an AnnouncementFord Motor Company PhilippinesWhen to MeetHold a meeting only when:vParticipants have the opportunity to ask questionsvOr when they can engage in discussionsFord Motor Company PhilippinesSolving a ProblemGather information systematicallySelect an appropriate response to the problemShare information objectivelyIdentify the root of the problem correctlyFord Motor Company PhilippinesItems in an AgendavWho will attendvWhenvWherevThe purpose of the meetingvThe objectives of the meetingvPreparation notesFord Motor Company PhilippinesPreparing for Efficient MeetingsBefore the meeting:vAsk for as much information as you can.vShare as much information as you can.vGet people to start thinking about decisions.vGet people to think about solutions.Ford Motor Company PhilippinesA Process,Not an EventNot this.Preparation10%Meeting80%Follow-Up10%But this.Preparation40%Meeting30%Follow-Up30%Ford Motor Company PhilippinesCharacteristics of an Ineffective MeetingvThe meeting should not have been called in the first place.vThe nature of the meeting was not clearly established.vPurpose,process,and payoff have not been spelled out.vThere is no clear agenda.vThe person calling the meeting has not taken full responsibility for it.Ford Motor Company PhilippinesCharacteristics of an Effective MeetingvPurposeful and focused;discussion follows a clear planvPunctual;starts and ends on time;makes good use of participants timevEverybody participates,and feels comfortable about contributingFord Motor Company PhilippinesCharacteristics of an Effective MeetingvSolves problems and produces decisionsvProvides opportunity for productive social interaction vGenerates commitmentvMakes participants look forward to the next oneFord Motor Company PhilippinesThe Meeting Leaders RolevOversee the creation and distribution of the agendavLead the social interactionvStart the meeting on timevControl the agendavKeep everyone focusedvStimulate discussionFord Motor Company PhilippinesThe Meeting Leaders RolevHandle interruptions,distractions,and other problemsvAvoid idea killersvKeep problem participants in checkvConclude with clear action items and responsibilitiesFord Motor Company PhilippinesMeeting MethodsvFree-for-all or competitivevRotationvBy requestvTime limitvBy rankvBy agendavModerators prerogativeFord Motor Company Philippines Stages of a MeetingThe Pre-MeetingSocial InteractionFormal StartAgenda ItemsWrap-UpFord Motor Company PhilippinesWhy People Dont ParticipatevThe meeting is too large.vSome participants dominate the meeting.vThe meeting lacks a clear structure.vThe leader shifts roles.Ford Motor Company PhilippinesHow to Get Control of a MeetingvMediating vHarmonizingvSupportingvExpeditingvSummarizingFord Motor Company PhilippinesGetting Back to the AgendavExercise patience.vPoint out that the meeting has strayed.vGet the opinion of others.Ford Motor Company PhilippinesManaging TimevDont spend too much time on one item.vAllow participants to leave.vMinimize background“storytelling.”vCut lecturers short.vHandle problem participants.Ford Motor Company PhilippinesControlling the Meeting HogvInsist on hearing from others.vAsk for clarification.vConcede minor points that are holding things up.vPlead time pressure.Ford Motor Company PhilippinesDealing with a Meeting DominatorvDont take on the dominator one-on-one.vDont leap into a negative role.vDont fall silent.vDirect your remarks to the group as a whole.vAsk questions of the other participants.vDiscourage premature voting.Ford Motor Company PhilippinesOpening the ClamvPrepare the clam.vRefer to his/her specialty or expertise.vSupply questions.vTake his/her contributions seriously.Ford Motor Company PhilippinesNegative PeoplevClarify any risk.vSell the benefits.vNeutralize the challenge to you.vCall attention to the negative behavior.Ford Motor Company PhilippinesDealing with Hidden AgendasvDont rush to act.vAct when it becomes obstructive.vTry to get around the obstruction.vBe direct.Ford Motor Company PhilippinesOther Problem ParticipantsvThe perpetual late-comervThe small clique who just talk to each othervThe subject changervThe putdownerFord Motor Company PhilippinesSpecial TechniquesvThe Problem-Solving MethodvBrainstormingvTeleconferencing