Organising MeetingsOrganising Meetings

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Identifying the need for a meeting

Planning a meeting

Arranging a meeting

Topic 1Topic 1Topic 2Topic 2

Topic 3Topic 3

Organising MeetingsOrganising Meetings

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Preparing for a meeting

Running a meeting

Documenting & reviewing a meeting

Topic 4Topic 4Topic 5Topic 5

Topic 6Topic 6

Topic 1 Identifying the need for Topic 1 Identifying the need for a meetinga meeting

Understa

ndin

g m

eetin

g ty

pes a

nd

purp

ose

s

R

easo

ns

for

hold

ing a

m

eeti

ng

AA

BB

Reasons for holding a meetingReasons for holding a meeting

Reach a decision(s) on a course of action

A

Resolve a problem B

Share certain information with a particular audience

C

Generate new ideas or thinking D

Understanding meeting types Understanding meeting types and purposesand purposes

Decision making

Problem solving

Sharing information

Generating ideas

Board Meeting

Annual General Meeting

Staff meeting

Interview

Project progress meeting

‘Brainstorming’

Scenario 1Scenario 1

Will you call a meeting in the following two situations:

You want to ask your boss

for a pay rise.

You are going to be delaying producing the month

end accounts.

Topic 2 Planning a meetingTopic 2 Planning a meeting

Deciding who needs to participateDetermining the most appropriate

meeting formatEstablishing the timeframe for the

meetingDeciding on a location

Drafting an agendaDefining meeting success criteriaProviding initial notice to participantsSetting a provisional date, time and place for the meetingDetermining any legal or ethical requirements

Deciding who needs to Deciding who needs to participateparticipate

have a direct involvement & interest in the meeting’s outcomes

able to contribute to the meeting

Scenario 1Scenario 1

Your are a product manager and you require the assistance of the marketing department to

launch a new product.

You are the area manager for a chain of shops and you want to develop a plan to counter a new competitor moving into your territory.

Determining the most Determining the most appropriate meeting formatappropriate meeting format

BB

CC

AA

Traditional meetings v. Traditional meetings v. the latest technologythe latest technology

Appointing a Appointing a chairpersonchairperson

Using visual Using visual aidsaids

Traditional meetings v. the Traditional meetings v. the latest technologylatest technology

ff

Appointing a chairpersonAppointing a chairperson

Has an excellent understanding of the topics and issues under discussion

Has the authority to runHas the authority to run the meeting successfullythe meeting successfully

able to take an objective, unbiased view of events

The possibility of your The possibility of your agenda including agenda including

a presentationa presentation

The possibility of The possibility of any discussionany discussion

The possibility of your The possibility of your agenda including agenda including

a presentationa presentation

Using visual aidsUsing visual aids

The possibility of The possibility of any discussionany discussion

The possibility of The possibility of any discussionany discussion

ScenarioScenario

What format do you consider to be most appropriate for your meeting?

Establishing the timeframe Establishing the timeframe for the meetingfor the meeting

The known availability of the participants

The timing of other meetings

The timing of other events

Establishing the timeframe Establishing the timeframe for the meetingfor the meeting

Other factors

Any known constraints on the availability of rooms or equipment

Drafting an agendaDrafting an agenda

1. The name or title of the meeting2. The date, time and location of the meeting3. A list of the participants4. The individual items to be covered indicating, if po

ssible, who is responsible, the purpose and the time allocated for each item

5. ‘Any Other Business’6. A decision on the date, time and possibly location and ch

airperson for the next meeting if it is a regular event

Defining meeting success Defining meeting success criteriacriteria

generate some ideas

make a decision

share some information

solve a problem

criteriacriteria

Providing initial notice to Providing initial notice to participantsparticipants

Formally notify the intended participants of the meeting and confirm their willingness to participate by inviting them to let you know if they do not intend to take part

Determining any legal or Determining any legal or ethical requirementsethical requirements

Topic Topic under under discusdiscussionsion

Some factorsSome factors

LegislationLegislation

ScenarioScenario

Compose an email – to be sent to the invited participants – that will accompany the draft agenda.

Ensure the invited participants are willing to take part and invite comments on the agenda, date, location, etc.

Topic 3 Arranging a meetingTopic 3 Arranging a meeting

A. Confirming a date, time and place for the meetingB. Booking rooms;C. Making travel and accommodation arrangements;D. Booking a telephone conference call;E. Booking a video conference call;F. Booking an Internet conference call;G. Letting non-participants know of events

Topic 4 Preparing for a Topic 4 Preparing for a meetingmeeting

Meeting

Assigning responsibility for note taking & preparation of minutes

Finalising and issuing the agenda

Preparing and reading papers

Visiting the meeting location

Testing the technology

ScenarioScenario

You are ready to finalise the agenda for your project meeting

Order of BusinessAdd the required itemCompose an emailVisit a conference room and run through the checklist

ON

OFF

Topic 5 Running a meetingTopic 5 Running a meeting

Stating the purpose of the meeting

Making introductions

Controlling the meeting

Topic 6 Documenting & Topic 6 Documenting & reviewing a meetingreviewing a meeting

ScenarioScenario

You are preparing the minutes for your project meetingDraft a handwritten set of minutes for your project meetingEnsure details are included such as date, time, location, etc.Ensure your minutes are proof read for accuracy and errors correctedWho will be receiving a copy of the minutes?Compose an emailWhat can you assume if they do not reply?Who would you send the final version of the minutes to?

Presenting & Analysing ResearchPresenting & Analysing Research

Writing the briefWriting the brief

Researching the topicResearching the topic

Writing the draftWriting the draft

Finalising the reportFinalising the report

Delivering an oral Delivering an oral presentationpresentation