This is a workshop I presented at a Toastmasters event (Club Officers Training). This program provides some tips & tricks to anyone who wants to setup and run effective/productive meetings.
12. Meeting Planning5 STEPS TO PLANNING State the Purpose Select the Participants Select the Location Inform the Participants Develop An Agenda
13. Meeting Planning STATE THE PURPOSE Every Meeting must have a Clearly Defined Purpose
14. Meeting Planning REASONS FOR A MEETING Receive Reports from Participants To Reach a Decision Analyze & Solve a Problem Ideas or Actions Train Conflict Resolution Information React to a problem or situation
21. Meeting Planning PROBLEM- SOLVING 5 STEPS: Identify the Problem Analyze the causes of the problem Suggest Possible Solutions Evaluate the solutions Select the best solution
25. Meeting Planning SELECT THE LOCATION FACTORS: Room Location Room Conditions Room Size Room without distraction Room based on type of meeting
26. Meeting Planning 4. INFORM THE PARTICIPANTS Notice to Participants Meeting Date – Time – Place Meeting Purpose and Desired Outcome Meeting Items Needed Participants are expected to bring Meeting Length What is provided? (Meals,snacks,etc.)
27. Meeting Planning 4. DEVELOP AN AGENDA Agenda is a written plan for the meeting Important for the leader Important for the participants
28. RECAP – MEETING PLANNING State the Purpose (Why-Brief / Precise) Select the Participants (Who) Select the Location (Where) Inform the Participants (How) Develop An Agenda (Why)
33. OPENING A MEETING BRING EVERYONE UP-TO-DATE: What has happened so far Brief review and update Inform everyone what is happening
34. OPENING A MEETING OPEN WITH ATTENTION-GETTER: Avoid Dry Openings Great Opener sets the tone of the meeting
35. OPENING A MEETING INTRODUCE THE SITUATION OR PROBLEM: What is the problem Why is this important How the participants can help
36. OPENING A MEETING STATE THE PURPOSE OF THE MEETING: Write it on a Clipboard or a Flipchart
37. OPENING A MEETING WELCOME THE GROUP: Briefly Welcome Everyone Guests Special Dignitaries
38. OPENING A MEETING EXPLAIN A METHOD OF DISCUSSION: Establish a Plan Problem- solving or Brainstorming Group Discussions
39. OPENING A MEETING EXPLAIN A METHOD OF DISCUSSION: WHY IS THIS IMPORTANT
40. RECAP – OPENING A MEETING Meeting Atmosphere Starting on Time Bring Everyone Up-to-date Opening with Attention-getter Establish method of discussion
42. HANDLING THE MEETING Heart of the Meeting Similar to the Body of the speech Leader Always Maintains control
43. Handling The MeetingSUCCESSFUL LEADER QUALITIES Poise (Stand – Confident) Sensitivity Impartiality Tact Sense of Humour Good Judgement Good Listening Skills
44. Handling The MeetingTECHNIQUES 1. GET EVERYONE PARTICIPATING Ideal vs. Realistic Participation State that you need help Invite Cooperation Someone Specific Compliment an Individual
45. Handling The MeetingTECHNIQUES 2. PROMOTE AN OPEN ATMOSPHERE Be Sincere Be Congruent (Body matches words) Avoid Evaluating or Being Judgemental Smile and Nod (Proper Stance)
46. Handling The MeetingTECHNIQUES 3. SUMMARIZE Frequent Summaries Clear Thinking - Good Organization Gets Participant Buy-In
49. Handling The MeetingTECHNIQUES 5. ASK QUESTIONS Questioning Techniques Guide the course of discussion To Clarify Thinking To Reach Agreements To Involve quiet participants To obtain Information To Limit or end discussion
53. Handling The MeetingTECHNIQUES 8. WORK ON CONSENSUS VS VOTING Majority & Minority Voting should be avoided Consensus – emphasizes the whole group
54. Handling The MeetingTECHNIQUES PLAN FUTURE ACTION Discussion - Results in – Proposed Solution Follow – up – Tasks Assigned Results of the Meeting
55. RECAP- HANDLING THE MEETING This is the heart of the meeting Open and Friendly environment Leader Maintains control Encourage Participation Questioning Techniques Solutions – Actions – Next Steps
57. CONCLUDING THE MEETING Some Note of Positive Accomplishment Participants shouldn`t feel – Time Wasted
58. CONCLUDING THE MEETING 6- Step Closing Sequence: Indicate time to conclude Review the problem briefly Summarize the progress made Emphasize agreements Inform of developments Thank the group