chapter 8 – leaders manage meetings chapter 9 – leaders manage compensation programs review...
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Chapter 8 – Leaders Manage MeetingsChapter 9 – Leaders Manage Compensation
ProgramsReview QuestionsNext Week
AGENDA
Leaders Manage Meetings
HOSPITALITY AND RESTAURANT MANAGEMENT
Explain the need for meetings to be effectively managed.
Describe procedures for planning effective meetings.
Explain procedures for conducting effective meetings.
Suggest procedures required to evaluate and follow up on meetings.
CHAPTER LEARNING OBJECTIVES
Why did you attend the meeting? Why did you think the meeting was ineffective? What would you have advised the meeting facilitator to do
to improve the meeting? What did you learn from the experience that might help you
be a better meeting planner in the future?
YOUR RECENT EXPERIENCE
WHY DO PEOPLE HATE MEETINGS?
No understood goal – leaders unprepared.Participants are unprepared.Many meetings are too long.Too busy.People are not focused; others are disruptive.Information is confusing.Many people do not say what they think.
MEETINGS CAN BE UNPOPULAR
The manager must be prepared for meetings.To be prepared, the manager must effectively plan
meetings.
THE MANAGER AND EFFECTIVE MEETINGS
Information meetingsProblem-solving meetingsBrainstorming meetingsAction meetings
TYPES OF MEETINGS
Update on construction processPlanning for Hall of Fame catering eventRoll out of new Vision, Mission & ValuesDiscuss low ratings from the Health Dept. Address options for signage for customers coming to
events at SCC
WHAT TYPE OF MEETING SHALL I CALL????
STEPS IN MEETING PROCESS
1. Identify Meeting ObjectivesBusiness objectives should be identified.Feedback should be obtained from managers and
employees who will attend the meeting.2. Determine Attendees
Only those absolutely necessary to objective
PLANNING A MEETING
3. Develop the AgendaAgenda—topics to be covered
at a meetingMeeting “basics”Meeting objectivesAgenda topicsTime frames for each agenda
topicConcluding activities
PLANNING A MEETING - CONTINUED
4. Plan Meeting Warm-Up Activities Quick, interactive activity to prepare attendees to focus on
the meeting and its objectivesExamples
IntroductionsTeam-building activitiesTraining activities
PLANNING A MEETING – CONTINUED
Do you feel icebreaking activities such as these are helpful in getting employees to know one another?
How important is it that those individuals who attend meetings also feel like they are part of a team?
What are some other ways a manager might make all employees within an operation feel like they are part of the same team?
QUESTIONS?
5. Pre-meeting Activities and Assignments What, if any, pre-activities or assignments must be
completed? Should the activities be completed before or during the
meeting? How much time and what materials and instructions will
be required for the pre-assignments?
PLANNING A MEETING – CONTINUED
6. Schedule the Meeting A carefully planned agenda will indicate the time required
for the meeting.When scheduling, consider available times of those who
must attend.Meet during slow business volume times.
PLANNING A MEETING – CONTINUED
1. Meeting objectives should be planned (before/after) employees to attend the meeting are identified.
2. Every meeting will require pre-meeting activities and assignments. (True/False)
3. Agendas (are/are not) required for “routine” meetings.
4. Employees who will attend a meeting (should/should not) provide input about it.
HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?
Careful planning for this meeting will not be wasted if the manager properly conducts it.
CONDUCTING MEETINGS
Determining whether topic discussion should continue or should be addressed later
Keeping track of allowed time
Refocusing the group, if necessary
Remaining neutral when managing the discussion of sensitive topics
Preventing meeting domination by any person
Bringing closure to agenda topics
RESPONSIBILITIES OF THE MEETING FACILITATOR
Arrive early.
Use a sign-in sheet.
Start on time.U:\Leadership\Chapter 8 resources\Meetings Lateness.pdf
Use and follow an agenda.
TACTICS FOR A SUCCESSFUL MEETING
Understand the purpose and objectives of the meeting.
U:\Leadership\Chapter 8 resources\Meeting feedback.pdf
Identify action items and make assignments.End on time. U:\Leadership\Chapter 8 resources\Meetings Ending.pdf
Use evaluation information for improvement.
TACTICS FOR A SUCCESSFUL MEETING, CONTINUED
ExamplesPromptness
Conversational courtesies
U:\Leadership\Chapter 8 resources\I Was Just Kidding.pdf
Breaks
Interruptions
Rotation of routine tasks
Question and answer periods
GROUND RULES FOR MEETINGS
Setting Ground Rules Activity – page 236Rank rules individually from 1-10 (10 least important)Discuss as a group and come to consensus on a
group ranking
LET’S PRACTICE
Each agenda item should be considered, and, if necessary, action items should be identified.
Action items should be assigned to someone who must complete the assignment by a deadline.
Encourage participation from everyone.
FOCUS ON AGENDA ITEMS
U:\Leadership\Chapter 8 resources\It Won't Work.pdf
CHALLENGES IN FACILITATING MEETINGS
Don’t argue with themListen to themState your concerns regarding their behaviorSet boundaries and help refine their deliveryRedirect their energy and challenge them
TECHNIQUES FOR DEALING WITH NEGATIVE PEOPLE
What is your style as a meeting leader?Quick QuizMary G. McIntyre – www.yourofficecoach.com
ONE FINAL ASSESSMENT
All action items should be identified and reviewed to assure that there are no misunderstandings about responsibilities.
A schedule for the next meeting should be established.
The facilitator should summarize the meeting.
CLOSING THE MEETING
Purpose—determine what worked well and change things that did not.
Evaluations can be written or oral.Evaluations should be short and concise.
MEETING EVALUATION
Minutes should focus on three types of information:Decisions madeAction itemsOpen “parking” lot issues
MEETING MINUTES
Chapter 10 resources\The Flashbacks.pdf
ONE LAST CASE
1. A manager does not need to facilitate each meeting. (True/False)
2. Managers should establish ground rules for meetings. (True/False)
3. Minutes should be circulated within two weeks of the meeting date. (True/False)
HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?
4. Meetings that share communication such as status reports, updates, orientation and training are examples of what type of meetings?A. ActionB. BrainstormingC. InformationD. Problem-solving
HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?
5. The weekly meeting is called and the manager asks a server to have his customers take a survey to ask how the food has been so they can review the progress of some recent changes. This is an example of a(n)
A. meeting a goalB. warm-up activityC. agenda itemD. action item
HOW WOULD YOU ANSWER THE FOLLOWING QUESTIONS?
Explain the need for meetings to be effectively managed.
Describe procedures for planning effective meetings.
Explain procedures for conducting effective meetings.
Suggest procedures required to evaluate and follow up on meetings.
CHAPTER LEARNING OBJECTIVES—WHAT DID YOU LEARN?
Did you learn anything new about yourself?Was this a valuable exercise?
360˚ EVALUATION
Chapter 10 – Employee Retention and TerminationsExam Review
NEXT WEEK
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