Essential Roles for Effective Meeting Management PPT

This PPT slide, part of the 30-slide Complete Toolkit for Improving Meetings PowerPoint presentation, outlines essential roles and responsibilities for effective meeting management, emphasizing the need for a Meeting Owner, Chairperson, Scribe, and Coach. Each role is clearly defined to ensure accountability and structure during meetings.

The Meeting Owner is tasked with leading the meeting. This individual presents the Terms of Reference (TOR) and the agenda at the outset, ensuring that all participants understand their responsibilities. They also recap the agreed behavioral guidelines, fostering a productive environment.

The Chairperson's role is to facilitate the meeting. They manage the agenda, track time, and assign the Scribe and Coach. This person steers discussions, keeping the focus on the agenda while addressing off-topic conversations separately. They also ensure that all necessary materials are distributed in advance, allowing participants to prepare adequately.

The Scribe is responsible for recording all actions, decisions, and resolutions during the meeting. This role includes updating the Action Log throughout the session and distributing it to participants promptly after the meeting. This ensures that everyone is aligned on outcomes and follow-up actions.

Lastly, the Coach evaluates the meeting's effectiveness using a standard Meeting Scorecard. They track performance over time and provide feedback to the Meeting Owners and attendees. This continuous improvement approach helps refine meeting processes and outcomes.

Overall, this slide serves as a foundational guide for organizations looking to enhance meeting efficiency and effectiveness. By clearly delineating roles, it promotes accountability and structured communication, ultimately leading to more productive meetings.

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Meeting Facilitation/Management Feedback Continuous Improvement Meeting Management