LOGOHow to Organize and Run Effective MeetingsGroup member :彭家惠 郑敏聪 谭慧荣 陈颖颖www.themegallery.comGood planningPurpose and ParticipantStructure Location and TimeAgendaResponsibilitiesLOGOwww.themegallery.comvPurpose the meeting to achieve what goal, mainly what problem you will settle?vParticipantWho needs to attend this meeting to accomplish the purpose?www.themegallery.comHow should the meeting be organized to best accomplish the purposeDiscussion groupsStructureGuest speakers Brainstorming sessionsvideosdemonstrationsPanel sessionswww.themegallery.comThe meeting place that best matches the participants needs, the objective, and the meeting structure.Location & TimeThe meeting time depends on the availability of participants and meeting facilities.www.themegallery.comAgenda1)It clarifies the objectives so people understand the meeting purpose2)Distributing the agenda prior to the meeting help participants prepare. 3)Provides direction and focus for the discussionAn agenda is crucial An agenda is crucial to meeting success to meeting success in three waysin three ways.www.themegallery.comEssential elements of an agendaNames of persons Names of persons responsible for responsible for covering each itemcovering each itemDiscussionitemsLocationTime & dateTitlewww.themegallery.comResponsibilitiesvThere should be a mutual understandingof individual assignments and how they fit into the total program.It is best to prepare a written summary of assigned duties so individuals know what their responsibility.www.themegallery.comConfirmationvThe first meeting or the meeting is on a new time-contact all participants a week to three days before the meeting day.vThe regularly scheduled meetings- try not to change the location and time.www.themegallery.comvIf you are chosen to delegate the task of organizing the meeting, make sure you are familiar with the agenda, objectives, and any relevant background information before the meeting.www.themegallery.comThinking :What is a leader or facilitator of a company responsible for?How to run effective meetings?Tips :vSetting the meeting tone vKeeping the discussion on trackvMaking sure everyone has a fair chance of being heardvSummarize relevant points and tie things togetherwww.themegallery.comNext ,we talk about how to effectively run a meetingvFirstly :vBegin on time and end on time-it is a respect and appreciation for those who well prepared for it.www.themegallery.com121.it stores valuable ideas;2.it allows discussion to stay focused on the agenda topic.3they are used to facilitate group interaction.Keeping discussion centered on the stated purpose and specified agenda items.Use the agenda Use an ideas binUse ground ruleswww.themegallery.comvBesides :vControl dominating individuals:-making sure that everyone has their own opinion.vSummarizeIt is far easier to schedule the next meeting while everyone is at the table then it is to contact each participant individually.www.themegallery.comvWe should have the knowledge that the best result come from groups who can laugh together, discuss their mistakes, and take pride in their efforts.www.themegallery.comLOGOwww.themegallery.com