You should be able to define the purpose of the meeting in 1 or 2 sentences at most. Set an agenda. Set a timeframe; at the very least set a start and end time. I also recommend setting a duration for each item in the agenda. These should total to the overall meeting timeframe. Every meeting should have a "topic keeper". I like to ask for a volunteer at the beginning of the meeting. The topic keeper's job is to interrupt whenever the discussion strays from the topic under discussion. Meetings need to start on time. Don't wait for stragglers to show up. When someone arrives late, don't go back and review what has already been covered. That just wastes the time of the people who showed up on time for the meeting. If the meeting organizer/sponsor doesn't show up on time, consider the meeting cancelled and go back to work.

1. Researched & Prepared
by:- Anuj Tripathi

2. “Meetings cost time and
money, both of which are
valuable.”
Hold meetings only when necessary, and
ensure that they are concise and constructive.

3. Managers spend most of their time in
discussions to organize work and solve
problems
The average manager spends 65-80% of his
time in meetings
Meetings’ ManagementMeetings’ Management

4. Purpose
of
MeetingsImparting information
Generating creative ideas
(brainstorming)
Resolving problems
Making or implementing
decisions
Issuing instructions

5. Advantages of MeetingsAdvantages of Meetings
Immediate
feedback
Gestures
Facial
expressions
Eye contact
Interactive
Face-to-face
communication

6. The Path of a Meeting – Critical ?The Path of a Meeting – Critical ?
Define the
Meeting’s
purpose
Define the
Meeting’s
purpose
Decide how
Long it
Should last
Decide how
Long it
Should last
Ensure the
Right people
attend
Ensure the
Right people
attend

7. Is the meeting
urgent and
important?
No Yes
Is the meeting
urgent and
important?
No Yes
Is the meeting
urgent or
important?
No Yes
Is the meeting
urgent or
important?
No Yes
Is the meeting
routine?
No Yes
Is the meeting
routine?
No Yes
Do you need
to hold it
ASAP?
No Yes
Do you need
to hold it
ASAP?
No Yes
Is there a
deadline to
work towards?
No Yes
Is there a
deadline to
work towards?
No Yes
Hold meeting
immediate
Hold meeting
immediate
Is the meeting
necessary?
No Yes
Is the meeting
necessary?
No Yes Save the meeting
for a quiet
time
Save the meeting
for a quiet
time
Allocate a time
to hold
meeting
Allocate a time
to hold
meeting
Set a realistic
deadline
Set a realistic
deadline
Does that meeting
help you work
more efficiently?
No Yes
Does that meeting
help you work
more efficiently?
No Yes
Set aside a
time to
hold meeting
Set aside a
time to
hold meeting
CCCC
BBBB
AAAA
Don’t do It
cancel it

8. How to EnsureHow to Ensure
a Successful Meeting ?a Successful Meeting ?
“ Ensure That the Right
People Attend, at the Right
Time and Place, and That
They Reach the Right
Decisions. ”

9. Successful Meetings - StepsSuccessful Meetings - Steps
Steps to a
successful
meeting

10.  Define purpose of meeting
 Develop meeting agenda
 Select attendees -
- Consider job background ..
Harmonize..
- Define roles and means of
participation
 Locate a venue
 Send out invitation along with agenda

11.  Monitor meeting duration (opening,closing)
 Limit and bring side-discussions and
unnecessary arguments back to track
 Summarize each issue before moving to
the next
 Limit number of issues to be discussed

12. Define Direct meeting towards defined
results
And announce each decision made
 Direct meeting to a final conclusion
 Support what has been agreed upon

13. Keep discussion focused on the topic
Intervene if discussion fragments into
multiple conversations
Tactfully prevent anyone from
dominating
Manager’s Role - Chairing a MeetingManager’s Role - Chairing a Meeting

14. Bring discussions to a close
Ensure all participants are aware of all
decisions that have been reached
Notify group when time for an item has
expired
Manager’s Role - Chairing a MeetingManager’s Role - Chairing a Meeting

15. Arriving late
Reason of attendance is unknown
Roles are not defined
No interest
Discussions dominated by one person
Engagements in side conversations
Interrupting the speaker
Meetings Failed – Why ?Meetings Failed – Why ?

16. Unnecessary arguments
No agenda
Key persons are absent
Issues are left dangling
Meeting’s conclusions are pre-determined
Not following-up implementation
Meetings Failed – Why ?Meetings Failed – Why ?

17. In Case of any Question Ask with
Comment ?
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