Meeting Observation sheet Description




НазваMeeting Observation sheet Description
Дата канвертавання21.12.2012
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Meeting Observation sheet



Description


In an effort to conduct meetings as effectively as possible, it is necessary to continually review meetings to ensure that they are planned, conducted, and followed-up in a productive manner. To help with this effort the Meeting Observation Sheet is designed to assist participants in evaluating the meeting process, facilitation, decision-making, and other components.

Effectiveness of meetings is not the sole responsibility of the person(s) conducting the meeting. All participants have a stake in the success of the meeting. Therefore, each participant has an obligation to properly prepare for, facilitate, participate in, summarize and critique the meeting.

A copy of the Meeting Observation Sheet is delivered to each participant prior to the start of a meeting. A paper copy of the sheet is usually considered for use, but a copy of the blank sheet can be made available to the participants as an electronic document (e.g. an *MSWord template) that can be filled-in and delivered to the meeting sponsor/facilitator via e-Mail.

On the sheet the participants are to record their thoughts about the meeting’s effectiveness by using the list of “Some things to watch for” as a memory jogger to think about the different aspects of a meeting.

After the meeting the Meeting Observation Sheets are returned and reviewed by the meeting’s sponsor and facilitator for suggestions regarding how to improve future meetings.

* MSWord is a registered trademark of the Microsoft Corporation.


Components




Observer:

    Instructions for the observer regarding the use of the Meeting Observation Sheet.

Some things to look for

A list of thought starters to be used as a guide for evaluating the meeting. The list is not intended to be comprehensive. Although many aspects of a meeting are listed, many may not apply, while other possibilities are not listed. It is up to the observer to comment on any aspect of the meeting whether listed or not.

Meeting Purpose

Describe the purpose of the meeting:

  • Information Gathering

  • Information Sharing

  • Problem Solving

  • Planning

  • Budget

  • Progress

  • Etc.

Date

The day, month, and year that the meeting was held

Facilitator

The name of the person who was responsible for leading the meeting or the primary stakeholder

Time

The start and end times for the meeting.

What Worked

In this column participants are to enter their thoughts regarding aspects of the meeting that were:

  • Appreciated

  • Well designed

  • Well conducted

  • Particularly effective

  • Helpful

  • Etc.

What Can Be Improved

In this column participants are to enter their thoughts regarding aspects of the meeting that were:

  • Ineffective

  • Disruptive

  • Time Wasting

  • Missing

  • Poorly designed

  • Poorly facilitated

  • Etc.


Bottom Line


The success of a meeting is everyone’s responsibility. As usage of the Meeting Observation Sheet becomes more common, not only will meeting stakeholders and facilitators start to improve the effectiveness of their meetings, but also all participants, through the frequent use of the sheet, will better understand what makes meetings successful. The final questions are:

  • Was the meeting properly planned?

  • Was the meeting properly conducted?

  • Did the meeting reach its intended outcome?

  • Was the meeting properly documented?

  • Were meeting follow-up items successfully accomplished?

  • Did I fulfill my obligations to the success of the meeting?

M
Sample
eeting Observation Sheet


Observer:

How well is the meeting process working and why? What changes would you make?

Some things to watch for:

  • Was an agenda properly used?

  • Were the objectives of the meeting communicated prior to the meeting?

  • Are people listening to each other?

  • Is the group reaching agreement?

  • Is the pace too fast? Too slow?

  • Is the group clear about the process?

  • How well is the facilitator ensuring involvement?

  • How are the group members sharing responsibility for managing all the meeting functions?

  • Were the goals of the meeting met?

Meeting Purpose: Project Planning Date: 01/23/11

Facilitator: Wendy – Project Manager Time: 9:00 AM – 4:00 PM

+

What Worked



What Can Be Improved

All the essential participants were present.

I did not receive the agenda in time to properly prepare for this meeting.

Wendy kept the group focused on the purpose of the meeting.

Pre-reading material could have been handed out prior to the meeting so everyone was at the same starting point.

Participants were respectful of each other and did not criticize the input of others.

The donuts were stale.

Everyone had a clear idea of what was expected next and knew the part each would play in the project.




Using the Meeting Observation Sheet was helpful and enlightening.

































Meeting Observation Sheet


Observer:

How well is the meeting process working and why? What changes would you make?

Some things to watch for:

  • Was an agenda properly used?

  • Were the objectives of the meeting communicated prior to the meeting?

  • Are people listening to each other?

  • Is the group reaching agreement?

  • Is the pace too fast? Too slow?

  • Is the group clear about the process?

  • How well is the facilitator ensuring involvement?

  • How are the group members sharing responsibility for managing all the meeting functions?

  • Were the goals of the meeting met?

Meeting Purpose: Date:

Facilitator: Time:

+

What Worked



What Can Be Improved











































































 2011 Ken Kuzia and Up Your Leadership – All Rights Reserved Page of

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