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Effective Meeting Management

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Goals of this module

To discuss meeting management concepts and rolesplayed by work team members to ensure effectivemeeting outcomes

Teach you the tools and techniques of effectivemeeting management

To understand one of our critical differentiators indelivering to clients

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Regardless of your role, you are judged onhow you handle a meeting

TimeManagement?

Managerial /Leadership

Skills?

ExecutivePresence?

Problem

SolvingCapabilities?

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We participate in all types of meetings

Kick-off Project coordination

Programme update

Close-out

Briefing

Coaching

Mobilisation events

Brainstorming sessions

Steering group meeting Performance review

Decision making

Validation

Gathering information

Sales meeting

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Depending on the objectives, meeting require theright amount of presentation and facilitation skills

Source: How to Lead Work Teams: Facilitation Skills,Fran Rees.

Lecture / Presentation

FacilitatingPresenting

80%

20%

80%20%

50%

50%

Decision making

Problem-solving

Brainstorming

One-wayinformation sharing

Two-waysinformation sharing

Mobilisation

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A minimum of three roles is required to runa successful meeting

Additional roles canbe assigned

Time Keeper

Experts

Decision Maker

Observer

Bad Guy

RESOURCES

FACILITATOR

LEADER

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Meeting roles: Leader

Owns the meeting sets the objectives Determines the participants

Provides support, information, and resources

Sets the tone

Encourages creativity

Makes decisions

Demand serious preparation, attention, and effort

Set high, but reasonable and achievable expectations

Speak in terms of we instead of I

Make the team realize that the task is important

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Meeting roles: Facilitator

Guides the process Make it safe for everyone to participate

Records group ideas and decisions

Monitors time contract

Brings team back on-track when needed

Helps headline and clarify ideas

Aids team performance

Provides feedback

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Meeting roles: Resource / Team member

Generates ideas and recommendations Adheres to the agenda

Practices good meeting behaviours

Completes assigned tasks

Participates actively

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Steps to an effective meeting

Plan

Do

Review

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The majority of project time should bespent in the plan and review activities

MeetingPreparation

PLAN

ConductMeeting

DO

MeetingFollow-Up

REVIEW

Objectives and agenda

determined Content AND process

planned

Determine appropriateplayers

Roles and responsibilitiesdefined

Key contributors pre-positioned

Logistics arranged

Any potential barriers /personality / agenda clashesidentified

Carry out the agenda

Ensure all participantscontribute and recordgroup thinking

Practice good meetingbehaviour

Bring to closure withnext steps,

accountabilities andtimetables

Benefits and concerns

Bring diaries

Debrief immediately and

evaluate effectiveness Compare your meeting

results with your agenda andobjective(s)

Publish and circulate nextsteps

Follow-up on next steps

Incorporate benefits andconcerns in next meetingplan

40% 20% 40%

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Effective meetings require rigorousprocess management

Follow the agenda Record group thinking

Practice good meeting behaviours

Encourage participation

Identify next steps

Capture benefits and concerns

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The agenda is your most powerful tool

Helps you prepare Communicates

expectations andobjectives

Provides amechanism for orderand control

Limits the tasks

Limits the participants

Measures success /failure of meeting

Guidelines for an effectiveagenda

Identify the time, date, placeand participants

Describe your objectives

Tell the participants how toprepare

Set time limits

Schedule items in optimal

order Distribute in advance

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"Let me build on that"

"Help me understand"

"Could you say more"

"I wish I knew "

"How to "

"What I heard you say"

Meeting Dos

Participate openly

Focus on the problem, not the person

Listen actively to what others have to say

Rephrase and summarize contributions

Take a "how to do it" rather than "why do it"attitude

Be positive no idea is a bad idea

Headline issues no war stories

Build on others' ideas

Use H2 (how to) and IWIK (I wish I knew)

Stick to the agenda and to time contract Look for win-win situations

One meeting at a time

Make it enjoyable for everyone

Post ing groun d rules on the wal l re inforces the group

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Meeting Donts

Come with a hidden agenda Have side conversations or meetings

Ramble

Lob "grenades" or launch "missiles"

Look for the "fatal flaw"

Violate time contracts

Fall asleep

Drag participants into "lose-lose" situations

Use meet ing grou nd rules to overcome behaviours