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.