Meeting Management

1 Day

Introduction

This workshop is designed to give you the basic tools you need to initiate and manage your meetings. You will learn planning and leading techniques which will give you the confidence to run meetings that will engage the attendees and leave a positive and lasting impression.

Our Meeting Management workshop will explore how to reduce wasted time and make meetings more efficient. This is a hands-on workshop where you will gain valuable experience through learning and practicing.

Programme Objectives:

• Planning and Preparing
• Identifying the Participants
• How to choose the time and place
• How to create the agenda
• How to set up the meeting space
• How to incorporate your electronic options
• Meeting Roles and Responsibilities
• Use an agenda
• Chairing a Meeting
• How to deal with disruptions
• How to professionally deal with personality conflicts
• How to take minutes
• How to make the most of your meeting using games, activities and prizes

Method and Approach

This programme will involve the use of slides, handout material, work manual with all instructor notes and slides, examples of best practice, appropriate videos and appropriate video material.

The use of flip-charts, syndicate workshops and reporting back sessions will encourage a fully participative and enjoyable event. Delegates will be encouraged to participate actively in relating previous work experiences.

Who Should Attend

This course will benefit anyone who arranges, manages or chairs meeting or simply attends meetings in a regular basis. It will also be useful for personnel in administration roles, personal assistants and secretaries.

Course Content

This one-day workshop will cover the following subjects:

Module One: Getting Started

• Introduction to the course
• Workshop Objectives

Module Two: Planning and Preparing (I)

• Identifying the Participants
• Choosing the Time and Place
• Creating the Agenda

Module Three: Planning and Preparing (II)

• Gathering Materials
• Sending Invitations
• Making Logistical Arrangements

Module Four: Setting up the Meeting Space

• The Basic Essentials
• The Extra Touches
• Choosing a Physical Arrangement

Module Five: Electronic Options

• Overview of Choices Available
• Things to Consider
• Making a Final Decision

Module Six: Meeting Roles and Responsibilities

• The Chairperson
• The Minute Taker
• The Attendees
• Variations for Large and Small Meetings

Module Seven: Chairing a Meeting (I)

• Getting Off on the Right Foot
• The Role of the Agenda
• Using a Parking Lot

Module Eight: Chairing a Meeting (II)

• Keeping the Meeting on Track
• Dealing with Overtime
• Holding Participants Accountable

Module Nine: Dealing with Disruptions

• Running in and Out
• Cell Phone and PDA’s Ringing
• Off on a Tangent
• Personality Conflict

Module Ten: Taking Minutes

• What are Minutes?
• What do I Record?
• A Take-Home Template

Module Eleven: Making the Most of Your Meeting

• The 50 Minute Meeting
• Using Games
• Giving Prizes
• Stuffed Magic

Module Twelve: Wrapping Up

• Words from the Wise
• Lessons Learned
• Completion of Action Plans and Evaluations