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Opening

From: Leading Productive Meetings

Video: Opening

How you open the meeting is very important, as it has a great impact on the overall effectiveness of the meeting. Everybody has the responsibility to open the meeting on a positive note; however, the greatest responsibility does rest with the meeting leader, so I'll focus my training in this video with the leader in mind. There are five steps that you can take to open meetings positively. Number one is arrive early. Because part of the agenda is to start the meeting on time, you want to arrive well in advance of the meeting, I would say at least five minutes in advance and ready to go the moment everyone arrives.

Opening

How you open the meeting is very important, as it has a great impact on the overall effectiveness of the meeting. Everybody has the responsibility to open the meeting on a positive note; however, the greatest responsibility does rest with the meeting leader, so I'll focus my training in this video with the leader in mind. There are five steps that you can take to open meetings positively. Number one is arrive early. Because part of the agenda is to start the meeting on time, you want to arrive well in advance of the meeting, I would say at least five minutes in advance and ready to go the moment everyone arrives.

The second step is to eliminate distractions. If you have a computer monitor that's on and may distract you, turn it off. If there's music playing, turn it off. If your meeting area is not as tidy as it could be, take a few moments to clean up and arrange the chairs. Make sure that any trash is put away. Any distraction to one of the five senses can get in the way of an effective meeting. Take a moment and make sure that anything distracting has been put away, so that you can focus 100% on the meeting.

The third step is to greet people when they arrive. Ever had the experience of going to a meeting where the leader is working on their computer when you walk in? What a missed opportunity! Instead establish a positive tone for your meeting by being ready to greet people warmly and personally before the meeting gets started. The fourth step deals with how you set the tone for the meeting. As the leader, the first words that you say and how you say them will set the tone for everything else that takes place.

Be positive. Share some good news. For example, you could begin by saying, "I just want to start by sharing some great feedback I got from a client yesterday. He sent me an email and said that Janet went above and beyond for them last week, and they love working with us." The final step is to take just a brief moment and talk about the purpose of the meeting. Go through the ground rules again or read the company vision, values, or mission statement. Whatever the purpose of your group meeting is, take a moment to remind all the participants of that purpose.

Use these five quick steps and you'll start the meetings on a positive note and get everybody ready to participate and take action.

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This video is part of

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Leading Productive Meetings

35 video lessons · 19654 viewers

Dave Crenshaw
Author

 
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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