mc connell pp_ch34

© 2010 Jones and Bartlett Publishers, LLC

Umiker's Management Skills for the New Health

Care Supervisor, Fifth Edition

Charles McConnell

© 2010 Jones and Bartlett Publishers, LLC

Chapter 34

Holding Effective Holding Effective

MeetingsMeetings

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Despite their tainted reputation --

-- meetings remain one of our most

valuable communication tools. We use

them for team building and

coordination, cross-functional activities,

dissemination of information, training,

problem solving, and decision making.

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An Essential Activity

Committees, task forces, and focus

groups could not function without

meetings; ad hoc problem-solving

meetings conducted in a

brainstorming mode are often among

the most valuable of meetings.

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In Every Department

Essentially every department or

departmental subgroup holds regular

staff meetings.

Since some meetings are

unavoidable, it pays to make them as

efficient and effective as possible.

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Meetings Are Held To:

Share, exchange, or disseminate

information,

Explain policies, laws, services, protocols,

systems, or restructuring activities;

Accept reports or recommendations;

Make decisions;

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Meetings Are Held To:

Solving problems

Allocate resources

Prepare plans

Establish priorities

Generate ideas

Assign tasks

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Meetings Are Held To:

Persuade;

Obtain commitment;

Teaching or training;

Demonstrate or explain;

Congratulate or reward.

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Components of a Meeting

Purpose: the reason for the meeting

Input and content: leader, attendees,

agendas, visual aids, handouts,

meeting room facilities, objectives,

facts, and opinions

Process: presentation, discussion,

consensus, voting, negotiation, etc.

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Components of a Meeting

Product: problems solved, decisions

made, compromises, commitment

obtained, schedules, etc.

Responses and follow-up: actions taken;

information provided to meeting

constituents and other people affected

by the decisions.

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Chairperson’s Advance Preparations

• Prepare agenda

• Set day and time

• Secure facilities

• Select attendees

• Select a recorder

• Distribute agenda in advance

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Conducting the Meeting

Start on time

Introduce people (as necessary)

Encourage participation

Maintain control

Force decisions (if necessary)

Summarize upon closing

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After the Meeting

Notify others of the outcome (as

necessary)

Prepare meeting minutes without delay

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“Do Not's” for Chairperson

Do not try to dominate the meeting.

Do not state your opinion before others

have given theirs.

Do not tell a participant he or she is

wrong.

Do not instruct or lecture

Do not argue (disagreeing is acceptable).

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“Do Not's” for Chairperson

Do not ridicule, kid, or use sarcasm.

Do not take sides early in the discussion.

Do not fail to control problem members.

Do not allow the meeting to run overtime.

Do not try to accomplish too much at one

meeting.

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Minutes Should Include:

Time started, time adjourned

Who was present and who was absent

Statement that previous minutes were

read and approved

Brief discussion or presentation of each

item on agenda

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Minutes Should Include:

Record of agreement or

disagreement, record of vote or

decisions made

Follow-up on actions to be taken

Date, place, and time of next

meeting

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For Meeting Attendees

Come prepared to participate.

Arrive on time.

Listen thoughtfully to others and try

to understand their points of view.

Look for hidden agendas.

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For Meeting Attendees

Ask for clarifications.

Respect the opinions of others

Offer honest opinions, even unpopular.

Try to separate facts from perceptions,

assumptions, or opinions.

Disagree without being disagreeable.

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For Meeting Attendees

Remain rational and assertive, even when

harassed.

Seek win-win solutions, and be willing to

compromise.

Accept special assignments such as

searching the literature or serving as

recorder.

Avoid being a problem attendee.

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Problem Attendees

Latecomers

Attendees who offend others

Intimidators

Hostile or angry attendees

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Problem Attendees

• Nonparticipants

• Side Conversationalists

• Comics

• Motor mouths

• Destroyers

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Committee Meetings

Who is to chair the meetings?

Is membership voluntary?

What is the goal or mission of the

committee?

When is a report due? Are there to be

interim reports?

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Committee Meetings

If it is a decision-making committee,

what are the alternatives to be

considered?

If it is a problem-solving committee,

do you want only the best solution?

all the alternatives?

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Committee Meetings

Will you carry out whatever the committee

recommends, or only the parts you like?

What facilities and fiscal support are

available?

If the committee is to serve permanently,

have terms of tenure and plans for

rotation of membership been provided?