workshop managing effective meeting bsn & esq
TRANSCRIPT
ESQ LEADERSHIP CENTER
ARY GINANJAR AGUSTIAN
Amaris Hotel Pakuan Bogor,
10-11 & 14-15 Desember 2015
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
WORKSHOPMANAGING EFFECTIVE MEETING
BADAN STANDARDISASI NASIONAL
MANAGING EFFECTIVE MEETING
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
IS DESIGNED TO HELP YOU IMPROVE THE QUALITY OF MEETING YOU ATTEND EITHER AS
A LEADER OR AS A PARTICIPANT
WHY MEETINGS DONT WORK...?
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
• I am not there
• It has nothing to do with me
• All my points are criticized
• No point I can gain
• I was there to make up numbers
WHY MEETING ...?
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Information
Brainstorming
Problem solving
Desicion making
Planning
WHY MEETING LESS PRODUCTIVE...?
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
• Unclear problem • Unclear objective • Leader less directing • To many problems • Not focus • Wrong participant • Less competent participant • Lack of information • disturbance
WHAT IS A MEETING ?
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
A MEETING OF THREE OR MORE PEOPLE SHARING COMMON OBJECTIVES WHERE
COMMUNICATION (VERBAL AND/ WRITTEN) IS THE PRIMARY MEANS OF ACHIEVING
THOSE OBJECTIVES
WHEN IS A MEETING EFFECTIVE ?
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
WHEN IT ACHIEVES ITS OBJECTIVES IN A MINIMUM AMOUNT OF TIME TO THE SATISFACTION OF THE
PARTICIPANTS
EFFECTIVE MEETING
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Simulasi
EFFECTIVE MEETING
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
“Effective meetings are managed events –
they don’t just happen.”
– To share different perspectives and gain understanding
– To brainstorm and further develop ideas
– To make decisions
– To develop action plans
– To explain and clarify complicated information
– To achieve consensus
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Good Reasons to Meet Require the Interaction of Multiple People
– Simply because the meeting is being held– Because that’s what teams do– To share risk and avoid responsibility– To share information– To wordsmith mission statements, etc.– To be participatory– To follow up on actions– Because your presence is mandated
If there is no good reason to meet, find another way to achieve your objective
NO
Consider Saying “NO”
The Not-So-Good Reasons Why We Meet
EVALUATE A MEETING
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
WRITE DOWN FIVE THINGS ABOUT MEETING
YOU ATTEND THAT BOTHER YOU ...
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
1. _____________________2. _____________________3. _____________________4. _____________________5. _____________________
PROBLEMS WITH MEETING
PROBLEMS WITH MEETINGS
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
DRIFTING OFF SUBJECT
POOR PREPARATION
LACK OF LISTENING
VERBOCITY OF PARTICIPANTS
LENGTH
LACK OF PARTICIPATION
83%
77%
68%
62%
60%
51%
MEETING CHARACTERISTICS BOTHERED A LOT
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
• STATE YOUR OBJECTIVES• PREPARE AN AGENDA• BE SELECTIVE WHEN PICKING PARTICIPANTS• MANAGE MEETING TIME• TAKE CHARGE • CLOSE WITH A SUMMARY
SOLUTIONS TO COMMON MEETING PROBLEMS
PLANNING MEETINGS
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
• WHO?
• WHAT?
• WHY?
• WHERE?
• WHEN?
Assigning and agreeing roles
in advance helps with attendance
7 Basic Steps For Planning a Meeting
1. Decide precisely what you want to accomplish during the meeting – a decision, a plan, alternatives, understanding?
2. Determine who needs to attend and who can be copied on meeting minutes. Plan roles for the attendees in advance.
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
How will decisions be made? Voting? Consensus?
I prefer longer meetings that
meet less frequently
3. Plan the content of the meeting —the agenda — and the frequency and duration needed.
4. Plan how you will present each part of the agenda for maximum effectiveness. Consider your outcome and determine the methods and environment that best supports it.
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
7 Basic Steps For Planning a Meeting
5. Plan what you will do after the meeting or between meetings to be effective and to make progress like status updates, teleconferences, sub-teams.
6. Plan how you will evaluate the meeting — as it is taking place and afterward.
7. Reach agreement on meeting agenda, issues, and materials with key participants, sponsors, and resources prior to the meeting in order to proactively set expectations, build commitment, and resolve issues.
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
7 Basic Steps For Planning a Meeting
Setting up sub-teams and
progress status reporting outside
meetings saves meeting time for
group issues
• TASK!
THINK ABOUT SOME EXAMPLES OF MEETING OBJECTIVES
_________________________________
_________________________________
_________________________________
_________________________________
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
TO MEET OR NOT TO MEET?
• ITEM TO BE HANDLED LISTED IN PROPER SEQUENCES
• MEETING ADJOURNMENT
• TIME OF SCHEDULED BREAK, IF ANY
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
DEVELOPING AN AGENDA
1. ___________________2. ___________________3. ___________________4. ___________________5. ___________________6. ___________________7. ___________________
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
A TYPICAL FORMAL AGENDA OF A MEETING
1. Open the meeting
2. Apologies
3. Welcome new members and guest
4. Minutes of previous meeting
5. Business arising from the minutes
6. correspondence
7. Business arising from correspondance
8. Financial report
9. General business of which notice has been given
10. Reports from committes
11. Business arising from report
12. Other general business – with consent of the meeting
13. Notices of motion for future meetings
14. Announces date and time of next meeting
15. Close the meeting
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
A TYPICAL FORMAL AGENDA OF A MEETING
Agenda Guidel ines
• Identify the time, date, place, and participants
• Describe your objective
• Tell the participants how to prepare
• Set time limits on topics
• Ensure enough time for a proper discussion
• Schedule items in order of importance
• Distribute in advance
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Guidelines for an Effective Agenda
Barriers may include:• Uninformed participants
• Uncooperative participants
• Lack of authority to accomplish objective
• Unresolved conflicts between participants
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Anticipate and Overcome Barriers
Solutions may include:• Disseminating information prior to
meeting
• Proactively working conflicts prior to meeting
• Setting a more limited objective
• Deciding not to meet
BRAINSTORMING!
• WHEN WOULD YOU SAY SOMEONE IS A GOOD MEETING PARTICIPANT?
• _____________________________
• ______________________________
• _____________________________
• _______________________________
• ________________________________
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
A GOOD MEETING PARTICIPANT
• PREPARES FOR THE MEETING
• CONTRIBUTE IDEAS TO THE DISCUSSION
• LISTEN TO THE IDEAS OF OTHERS
• CONSIDER THE PROBLEM OBJECTIVELY
• PROVIDE FEEDBACK TO MEETING LEADER
• CARRYOUT AGREED UPON ACTION
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
CRITERIA FOR PROBLEM SOLVING MEETING ATTENDANTS
1. KNOWLEDGE OF SUBJECT AREA IN THE PROBLEM
2. COMMITMENT TO SOLVING THE PROBLEM
3. TIME TO PARTICIPATE
4. DIVERSITY OF VIEW POINT
5. EXPRESSIVENESS
6. OPEN-MINDNESS
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
START YOUR MEETINGS
• ESTABLISH A FRIENDLY ATMOSPHERE
• START ON TIME
• OPEN WITH AN “ATTENTION-GETTER”
• WELCOME THE GROUP
• BRING EVERYONE UP-TO-DATE
• STATE THE PURPOSE OF YOUR MEETING
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Speaking at Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
• Questioning Techniques
• Your Voice
• Presenting a Case
• Non-Verbal Communications
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Open Question
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
Open Question
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
Open Question
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
Minute Taking
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
• Types of Minutes
• Writing the Minutes
• Layout of Minutes
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
Conducting Effective Meetings
MINUTES OF THE MEETING
• CONCLUSION REACHED
• ITEMS TO BE ACTIONED AND WHO IS RESPONSIBLE
• MATTERS UNSOLVED
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
ISI, MATERI, DAN METODOLOGI ESQ TRAINING dilindungi UU Hak Cipta dan UU Hak Merek
THANK YOU
Rendy Yusran Delta SoftSkill ESQ Group Hp. : [email protected]@gmail.com