stages of a meeting - national neighborhood · pdf fileplanning a meeting managing the...

STAGES OF A MEETING

PLANNING A MEETING

MANAGING THE MEETING:

• Establish objectives • Concentrate on

priority items • Do not lose sight of

the intended result • Be decisive—do not

procrastinate

FACILITY:

• As close to the participants as possible • Space scheduled to avoid conflict • Space appropriate for the number

of participants • Room arranged properly to encourage

interaction • Minimal distractions • Proper electrical outlets • Proper lighting • Adjustable climate controls

MEETING CHECKLIST

• Enough handouts • Pens, pencils, notepads • Name tags • Refreshments • Office items • Agenda developed • Flip charts & markers • Audio/Visual arrangements

TYPES OF AUDIO/VISUAL EQUIPMENT

Flip chart Projectors

Handouts Computer Presentations

Blackboards

AGENDA

MEETING TITLE

DATE AND TIME

LOCATION

• Identify meeting leader and roles • Identify meeting purpose and/or

content • Identify participant requirements

FOLLOW-UP PROCEDURE IF NECESSARY

TO PRESENT A SUCCESSFUL MEETING:

CONDUCTING A MEETING

• Know your audience. • Know your subject. • Review the agenda and anticipate

questions. • Manage the breaks if necessary. • Avoid time wasters.

• Telephone and pager interruptions

• Drop-in attendees

• Socializing

• Attempting to do too much

• Fear of decision-making

• Duplication of effort

MEETING TIME WASTERS

Have Charisma

Show Excitement

Be a Role Model

Public Speaking

1. Start fast and project energy 2. Move around the room 3. Make eye contact with everyone 4. Speak loudly and at a good pace

Communication – The agree-ment to share thoughts, ideas, information, and feelings. Communication need not require face-to-face interaction, but can be accomplished through letters, telephone calls, reports, or email. Coordination – This level of networking does not specify the amount or nature of the interac-tion. It can cover a range of activities, ranging from times where individual and groups simply keep each other informed, to situations where they regularly share information and resources.

SUCCESSFUL PARTNERSHIPS

The partnership of individuals and/or organizations will be dedicated to working together and sharing the common vision of keeping their community safe. To ensure the success of this partnership, leaders should utilize the four C’s.

Cooperation – This level occurs when two or more communicating individuals or groups agree to help each other with some task or objective. Collaboration – This is the most intense level of working together, based on a model of sharing power.