quality assurance project conducting effective meetings the purpose of this module is to enhance...
TRANSCRIPT
QUALITY ASSURANCE PROJECT
Conducting Effective Meetings
The purpose of this module is to enhance participants’ knowledge and skill in observing team meetings and identifying opportunities
for facilitation and training
1
QUALITY ASSURANCE PROJECT
At the end of this module participants will be able to:
Identify key aspects of planning, conducting, and evaluating team meetings
Develop a detailed meeting agenda
Identify communication skills needed for conducting effective meetings
2
QUALITY ASSURANCE PROJECT
Why Have Meetings?
Important issues are addressed
High quality decisions are made
Work gets done that could not be done
by individuals working alone
3
QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
Attendance
Promptness
Meeting Place And Time
Meeting Agenda
Participation
4
QUALITY ASSURANCE PROJECT
Establish Meeting Ground Rules
Basic courtesies
Assignments
Interruptions
Breaks, eating, drinking and smoking
Routine chores
5
QUALITY ASSURANCE PROJECT
First Team Meeting
• Review team objectives
• Determine who will be time keeper and
recorder
• Decide on a set of ground rules
6
QUALITY ASSURANCE PROJECT
Effective meetingshappen when teams
Plan their meetings Follow steps necessary to conduct an
effective meeting
Evaluate their meetings
Develop communications skills
7
QUALITY ASSURANCE PROJECT
Planning the Meeting
• Meeting objectives
• Meeting agenda
8
QUALITY ASSURANCE PROJECT
Meeting Objectives
Information Giving
Discussion
Decision making
Task Oriented
9
QUALITY ASSURANCE PROJECT
Conducting a Meeting
Open the meeting
State the purpose
Introductions, if necessary
Review the agenda
Follow the agenda
10
QUALITY ASSURANCE PROJECT
Benefits of Agendas
Maintain control of the meeting Help team members to prepare Keep team members focused Guide the orderly progress of the
meeting
11
QUALITY ASSURANCE PROJECT
Components of an Agenda
• Logistics information
• Sequence and timing of agenda items
• People responsible for topics
• Background materials needed
12
QUALITY ASSURANCE PROJECT
Sample Agenda Structure
Time Topic Purpose Inform Discuss Decide Task
Personresponsible
13
QUALITY ASSURANCE PROJECT
Close the Meeting
Summarize results
Confirm next steps
Plan next meeting agenda
14
QUALITY ASSURANCE PROJECT
Evaluate the meeting
What behaviors to continue?
What behaviors to stop?
What behaviors to start?
15
QUALITY ASSURANCE PROJECT
Team Meeting Communication Skills
Active listening
Assertiveness
16
QUALITY ASSURANCE PROJECT
Active Listening
Checking: “Can I repeat what you said
in order to check my understanding?”
Clarifying: “It seems to me that what
you mean is ..”
Showing Support: “I hear you. Please
continue.”
17
QUALITY ASSURANCE PROJECT
Active Listening
Building: “To your last point I would like to add the following…”
Structuring: “Shall we look at the symptoms, try to define the problem, and then discuss possible solutions?”
18
QUALITY ASSURANCE PROJECT
Assertiveness
Information and opinions are presented freely and clearly, with quality visual aids, if appropriate
Attempts to dominate are challenged
Dialogue and debate occurs freely
19