Workshop managing effective meeting bsn & esq

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