TO MEET OR NOT TO MEET RUNNING SUCCESSFUL MEETINGS

1. TO MEET OR NOT TO MEETRUNNING SUCCESSFUL MEETINGS PRESENTED BY: OTTO PAPASADERO EXECUTIVE DIRECTOR, NARDA

2. WHY DO WE HAVE MEETINGS? Who in this group enjoys meetings? What do you like about them? What don’t you like about them? What kinds of meetings do you have in your business? Are your meetings effective, and if so, what things make them that way?

3. WHY DO WE HAVE MEETINGS? What is the most important asset for the ultimate success of any business enterprise? Your people must be constantly learning and engaging both their personal and professional skills. PRACTICE, PRACTICE, PRACTICE! POWER UP YOUR PEOPLE!

4. WHY DO WE HAVE MEETINGS? Here are some of the reasons to have meetings: The two primary reasons are to communicate and to motivate. Other reasons or themes might include: To Educate To Celebrate To Congratulate Meetings should provide personal recognition that will motivate the entire group.

5. WHY DO WE HAVE MEETINGS? Reasons not to have meetings: To Intimidate To Commiserate To Berate Just to hear yourself talk Because we always have this meeting

6. ORGANIZING THE MEETING Who should attend? The importance and frequency of meetings need to be understood when a new team member is hired. Meeting requirements should be included in all job descriptions. From time to time, managers and staff members from other departments should attend meetings outside their own area of the business. Invite guest speakers from time to time.

7. ORGANIZING THE MEETING How often should meetings be held? Regular department meetings should be held at least once a month. Technical and customer service training meetings may be required more frequently as the need and/or opportunities arise. All company meetings should take place at least annually, if not quarterly.

8. ORGANIZING THE MEETING What are the best times to hold meetings and how long should they last? The best time for meetings are mornings before the start of the normal workday. They should last from between 45 and 90 minutes. Avoid late night meetings. Keep meetings as brief as possible. Maybe stand! Always start and end meetings on time!

9. ORGANIZING THE MEETING Where’s the best place to hold meetings? Technical and procedure training should take place near the normal work area. Holding occasional meetings offsite is a nice change of pace; i.e. suppliers, restaurants, etc.

10. ORGANIZING THE MEETING Establish a consistent format for all meetings and publish an agenda prior to the meeting. Invite suggestions and/or additions to the draft agenda.

11. CONDUCTING THE MEETING Start and end all meetings on a POSITIVE note! Humor is always a good way to start a meeting. Have someone read their favorite quotation. Perhaps use music to manage the energy in the meeting space, i.e. upbeat music to start the meeting. Select various team members to conduct all or a portion of a meeting from time to time.

12. CONDUCTING THE MEETING Start and end all meetings on a POSITIVE note! When it is necessary to discuss problems and initiate corrective measures, be sure not to generalize the criticisms unless EVERYONE is at fault. Avoid the “you guys” accusations. When only one or a few team members are a fault, handle these issues on a more personal basis. Utilize meetings to communicate progress, celebrate success, and recognize achievements.

13. CONDUCTING THE MEETING • Should beverages, meals or snacks be part of sales meetings? • Limit beverages to the non-alcoholic types to keep people alert and responsive and to avoid possible legal liability. • Instead of serving sweets and pastries, try serving healthier things like fresh fruits, juices and vegetable snacks. • Serve snacks before morning meetings as an incentive for people to show up on time.

14. CONDUCTING THE MEETING How about bringing in outside resources to participate in conducting the meeting? Start meetings to introduce new ideas and pay special recognition by bringing in special talent such as singing telegrams or local celebrities. Also consider bringing in local citizens that are particularly good speakers and can provide inspiration, even if they're not directly involved in your industry.

15. CONDUCTING THE MEETING Should the attendees take an active part in the meeting's activities? Yes, assign various team members to do a procedure or customer service presentation on a regular rotating schedule. Make sure everyone gets included in the meeting by asking questions to the quiet ones. Keep attendees off of phones & texting!

16. CONDUCTING THE MEETING What about using a meeting to issue rewards and special recognition awards for superior performances? A meeting is a good place to create excitement by handing out the rewards, especially if they are creative ways in place to make payouts. Hand out small prizes during the meeting to reward correct responses to questions concerning the materials being covered.

17. CONDUCTING THE MEETING Leave time for questions and answers. Allow participants time to ask questions and to discuss the presented materials in relation to recent actual work situations. From time to time administer written tests to measure how well individuals understand and retain the meeting information. Go over the answers to the test as a group, thus using it as a form of review. Solicit suggestions for ideas or speakers for subsequent meetings.

18. CONDUCTING THE MEETING Discuss the agenda for the next meeting and assign various people to do presentations. Create and hand out challenge cases to be discussed at the next meeting. Possibly divide your team into groups and then judge which group comes up with the best solution to the problems presented by the challenge.

19. IN CONCLUSION Well Coaches and Teachers (not Judges), that pretty much sums up the recommendations for conducting successful meetings. You will find that it's worth every bit of effort to do it right because meetings are the most effective way to improve business, or simply to just stay in business, period! THANK YOU!