Conducting Effective Meetings
Course: EFFMTG
Duration: 1 Day
Level: I
Course Summary
This workshop presents a pragmatic approach to running and
managing meetings. We will discuss how to hold meetings,
what the pre-meeting and post-meetings deliverables are.
We will also discuss special meetings, such as project
retrospectives and brainstorming meetings. In addition,
we will focus on the roles of the meeting owner and participants.
This one-day workshop will equip you with the knowledge
to plan, prepare for, participate in, and chair productive
meetings. You will also learn how to utilize meeting time
more effectively. In addition, the workshop will expose
participants to the nature of emerging technologies in
meeting management, such as teleconferencing, videoconferencing,
and network based (LAN, Intranet, Internet) meetings.
Tools for ensuring the effectiveness of meetings including
templates for agendas, action reports and minutes of meetings
will be shared with participants.
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Topics Covered In This Course
Background Information
- Understand why meetings should be conducted.
- Learn the difference between formal and informal meetings.
- Recognize common misconceptions about meetings.
- Discussion on how to hold meetings, and what the pre-meeting
and post-meetings deliverables are. We will also discuss
special meetings, such as project retrospectives and brainstorming
meetings.
- Differentiate between different types of meetings.
- Working Meetings: One-on-one meetings, Group Meetings, Project
Meetings. We will also focus on the roles of the meeting
owner and participants.
Roles and Responsibilities
- How to become an effective meeting leader
- Which type of meeting suits your needs?
- Your key responsibilities as a participant
Clarity in Meeting Preparation
- Creating meeting objectives that are clear and specific
- Setting an agenda
- Structuring the agenda - where to place the least and most
important items
- How to lobby for support
- Collecting appropriate data from interested parties
- Briefing minute takers and guest speakers
Lead an Effective Meeting
- Personal qualities of meeting leaders
- Creating an atmosphere where all participants will be able
to contribute
- Keep focused on the agenda and prevent the introduction
of irrelevant issues
- Controlling time wasting and disruptive influences
- Forging an environment for open discussion
- Formulating agreement from a variety of views
- Guidelines for running short meetings
Communicate with Authority
- Learning the fundamentals of non-verbal communication
Deal with Disruptive Influences
- Ensuring all participants have a say
- How to make interventions that will curtail irrelevant discussions
- Employing techniques to keep control
Emerging technologies in meeting management
- Teleconferencing, videoconferencing, and network based (LAN,
Intranet, Internet) meetings.
Virtual Meetings
- Participants will learn the four types of virtual team meetings
and what to include in the agenda for a virtual team-orientation
session. In addition, participants will learn factors
that influence a virtual meeting's effectiveness and four
methods virtual teams use to make decisions.
- Define a virtual team.
- Identify the types of meetings conducted in a virtual setting.
- Differentiate among the types of work completed by virtual
team members.
Action Points and Endings
- Tips for making clear decisions
- The two prime times for summarizing key points
- Gaining commitment through the delegation of action points
- How to prevent the meeting drifting on
- Learning to end with a focus on the future
Personal Development
- Creating a personal action plan to enhance your future development
What You Can Expect
Setting up and running successful, productive meetings is
a skill many managers, supervisors and employees need,
yet for which they receive no formal training. This program
is designed to teach meeting leaders the fundamentals
and skills required to set up and run productive meetings.
Participants will be shown a meeting model that addresses
the "task and people sides of meetings".
Participants will have the opportunity to prepare a meeting
agenda, structure the opening of a meeting, establish
group norms, select a record-keeping system, decide on
the most effective format to accomplish the meeting's
objectives, get commitments, gather feedback and set action
plans. In addition, several decision-making and meeting
management strategies are covered—for those tougher
situations that meeting leaders face.
- Define and communicate the purpose, objective, setting,
and agenda for a meeting.
- Learn how to prepare for a meeting so that participants
are clear about their role and what is to be achieved.
- Acquire a range of interpersonal skills to keep control
of the meeting and disarm disruptive participants.
- Ensure that each agenda item is introduced and dealt with
effectively.
- Develop a meeting purpose and objectives, decide who will
attend and develop a meeting agenda.
- Ensure that best practices are followed for meeting procedures,
such as taking minutes, keeping discussions focused, and
summarizing accomplishments and action items.
- Identify a meeting format and number of participants required
for meeting.
- Open a meeting by introducing the agenda, establishing norms
and roles that support the meeting process.
- Use the nominal group process for getting participation.
- Use a method for reaching consensus and getting commitment.
- Identify options for evaluating meetings and the purpose
of evaluation.
- Structure discussions to build group consensus and gain
a clear decision on each specific agenda item.
- Identify what can go wrong in meetings and know what action
to take to ensure participants keep focused on the task.
- Encourage appropriate participation and eliminate time wasting.
- Objectively evaluate a meeting's effectiveness.
Who Should Take This Course
Managers and employees who want to improve their ability
to manage a meeting. Anyone who organizes and runs meetings.
Anyone who has suffered through a long, pointless meeting
will appreciate this course!
Recommended Prerequisites
Attendees should have experienced some form of technical
leadership or administrative/management experience, with
a need to bring people together to work on problems.
Training Style
Instructor led, group-paced, classroom-delivery learning
model with group discussion and structured hands-on activities.
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within a year.
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