Meeting Management

This workshop is a practical program implementing the principles of coordinating business meetings. Adult learning methodology of learning is used in this program. It is facilitated with interactive exercises and powerful presentations.

Objectives

• Comprehend the key principles to productivity
• Learn to function as a meeting facilitator
• Learn techniques on how to control a meeting
• Determine when and how to intervene in a situation
• Manage demanding behaviour from co-workers
• Critically review a meeting
• Improve the effectiveness of business meetings
• Learn to manage disruptions and  the disruptors of the meeting
• Conduct team meeting
• Plan and prepare for different kind of meetings
• Identify the right participants for the set meetings
• Create clear, specific, and concise meeting agendas
• Set up a meeting time and venue for maximum effectiveness
• Learn to integrate electronic options and technology for remote participants
• Define and delegate meeting roles and responsibilities
• Note effective meeting minutes for future reference and action plan

Basics for Effective Meetings

• Good Meeting vs Bad Meeting
• Conducting Productive Meetings
• Keys to Meeting Productivity
• The Basic Essentials of Meetings
• Components of Successful Meetings
• Qualities of Effective Meetings
• Important Questions: Why, When, Who & Where
• Leading a Meeting

Planning and Preparing for a Meeting

• Pre-meeting preparation
• Identifying the Participants
• Choosing the Venue
• Planning & setting objectives
• Setting the meeting date & time
• Preparing the agenda
• Gathering Materials
• Sending Invitations
• Making Logistical Arrangements

Effective Agendas

• Planning and Preparing Agenda
• Goal and purpose of an agenda
• Importance of the Agenda
• Do’s and Don’t of an Agenda
• Understanding the Objective of the meeting
• Setting a SMART Objective that returns results
• Aligning the meeting objectives to organizational goals
• Drafting a powerful agenda
• Communicating the agenda

Facilitation and Communication Skills

• Communication within meetings
• Assertiveness
• Effective verbal communication
• Non-verbal communication
• Electronic Options
• Chairing a Meeting
• Dealing with Difficult People
• Controlling a Meeting
• Dealing with personality conflicts

Meeting Roles, Responsibilities and Delegation

• The Facilitator
• The Minute Taker
• The Attendees
• The Communicator
• Different Types of Meetings
• Large vs Small Meetings
• Effective Delegation of tasks
• Delegation for results

Meetings Management

• Meeting Etiquette
• Set expectations
• Establish ground rules
• Keeping the Meeting on Track
• Dealing with Overtime
• Holding Participants Accountable
• Managing Disruptions
• Late Arrivals/Early Exits
• Mobile Phones Policy
• Off-Topic Discussions
• Conflict Resolution
• Meeting Gamification

Effective Meeting Minutes

• Noting of minutes
• Minutes of Meeting: Explained
• Taking Minutes
• Minute Templates
• Actions plan after meetings
• Note-taking and transcription
• Time-bound meetings
• Closing and follow-ups

Meeting Challenges and Additional Responsibilities

• Identify hidden agendas
• Minimize wheel spinning and repetition
• Resolving conflict
• Tracking difficult issues
• Handling difficult people
• Completing action items by agenda
• Confidentiality and Compliance