Time management
According to the author, how long should an average meeting last?
20 to 30 minutes
Choose the correct answer for the following question.
A way to reinforce the sense of collaboration is:
a)To give everyone an opportunity to create the agenda.
b) To give everyone strict orders of what they should do.
c) Allow all participants to create their own agenda.
a)To give everyone an opportunity to create the agenda.
Choose the correct answer for the following question.
What can be a key factor in improving both the quality of a school and the professional development of the participants?
a)The way the work is managed.
b) The way someone clarifies, rephrases and seeks consensus.
c)The productivity of the faculty and committee meetings.
c)The productivity of the faculty and committee meetings.
What is a deciding factor that determines whether a meeting was successful or not?
The engagement of participants.
You have finished choosing the participants for the upcoming meeting in your faculty, but suddenly you remember that John (someone you hadn't considered before) has been less involved recently. Should you invite John, why?
You should invite John to the meeting because in this way he can get more involved and engaged with the faculty’s activities. Also, one of the five criteria for inviting someone to a meeting include inviting someone who has been less involved recently.
Mention two characteristics of a meeting with poor time administration.
A bad meeting starts late and goes on for too long.
True or false? Justify your answer.
TRUE. Otherwise they are a waste of time.
People who attend meetings tend to see them as:
A lovely time to spend with co-workers
A waste of time
A break from their work
A waste of time
Collegiality means __________. And congeniality means __________.
Collegiality means companionship/fellowship. And congeniality means to get along.
You are having a meeting in your faculty and one of the members is bored and feels like his opinion is not taking part in the actual meeting. During the whole meeting he has been trying to give his point of view , yet he is not listened to as how he should. What role would you assign to the member and why?
Open answer
What would happen if the leader did not raise the issue of time management at the start of the meeting?
Participants may see them as tyrannical, too strict, etcetera.
Fill in the blank.
The best meetings have between ____ and ____ participants.
The best meetings have between 4 and 12 participants.
True or false? Justify your answer.
A meeting that is used to only share information is an example of a good meeting.
FALSE. This is an example of a bad meeting. This type of information should be shared in written form and does not require a meeting.
Name one type of committee.
Assessment committee, Parent communication committee, Community committee, or Diversity committee
You’re a leader of a big finanze branch in a company and must give an announcement to all 50 employees. Should you hold a meeting or send an email? Why?
You should send an email because it would be a waste of time to make everyone leave their desk and unattend their work for something you can easily send. Also, 50 people are too many for a meeting.
When someone is running late to a meeting, we should wait five minutes for them to arrive.
FALSE, we should always start the meeting on time for respect to those that arrived at the designated hour.
Fill the blank:
Another effective strategy, particularly if a meeting has the potential to be difficult or contentious, is to __________________________________________.
a)Talk to each of the participants.
b)Post the agenda.
c)Formally assign roles to the participants.
c)Formally assign roles to the participants.
How many factors that make a meeting successful are there?
6
8
7
7
Is the leader the most important person in a meeting? Yes or no, and explain.
No, everyone is equally important. Information should be exchanged in every direction.
You are the leader of a meeting and one of the participants is taking too much time to speak. Being worried that you will not be able to talk about other issues in the agenda, what would you say in order to limit them and be polite at the same time?
Open answer
What should you announce to the participants when limiting someone’s participation?
Your rationale / Reason
What 3 things can you do to change the physical setting of a meeting?
Meet in a different location, sit in different chairs and/or rearrange the furniture.
Mention 2 factors that make a meeting successful
Issues of purpose, Time, Congeniality, Membership, Involvement, Agenda, Physical Setting
Explain the kiva format.
In a meeting of 16-20 persons, there is a round table with 8 seats. Only the people sitting at the table can talk, the other persons watch and listen, while sitting in rows around the table. When a person at the table finishes talking he/she gets up and joins the rows around the table, and when a person from the rows wants to talk, he/she moves to a seat at the table, and so on.
During the week you are going to have a lot of intense meetings with your workers, where you need to plan and decide important things as a team, therefore there may be some discussions. So, what can you do/implement to prevent your workers from draining out and fighting? And why would you do that?
You can use the kiva format to make everyone at the meetings active participants, enhance the engagement of the workers, and enable a lot of people to participate and be heard. Plan small activities and/or questions for every meeting, to make participants share with each other what is going on in their lives, this to remember your workers that they are all in the same team, working together for the same goal, reinforcing their connection/partnership, easing the anger, the stress, the bad energies, etc. And, take care of the physical setting in every or a lot of the meetings, by providing food, changing the locations, sitting in different chairs, and rearranging the furniture, to change the atmosphere of the last intense meeting.