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Managing Meetings

Managing Meetings. WHAT IS A MEETING?. …an act or process of coming together …an assembly for a common purpose. …the ideal meeting is with two people...one being absent?. PLANNING MEETINGS. Stakeholder Analysis. Desired Outcomes. Agenda & Purpose. Decision Making Method.

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Managing Meetings

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  1. Managing Meetings

  2. WHAT IS A MEETING? • …an act or process of coming together • …an assembly for a common purpose …the ideal meeting is with two people...one being absent?

  3. PLANNING MEETINGS Stakeholder Analysis Desired Outcomes Agenda & Purpose Decision Making Method Managing the Meeting (Roles)

  4. DEADLY SINS • No purpose • Too many people • Poor agenda • No preparation • Poor timekeeping • Poor control • Action unclear

  5. GROUND RULES • Remain open-minded • Start and finish on time • Everyone participates • Respect views and help each other • No one dominates • Don’t persistently interrupt • Encourage ideas/alternatives

  6. GROUND RULES • Bring solutions with problems • Make compromises • Respect the Chair’s position • Stick to the agenda • Make apologies • Prepare for meetings

  7. CHAIRPERSON • Prepare for the meeting: focus on purpose and people • Manage the meeting • Establish ground rules • Agree desired outcomes • Agree decision making method • Set and keep to the agenda • Summarise and signpost • Ensure participation • Seek “devil’s advocate” • Adjudicate in disputes • Deal with problem people • Draw to conclusion

  8. PARTICIPANT • Know the purpose and prepare • Confirm attendance and be on time • Participate • Keep an open mind • Share your ideas • Behave yourself!

  9. GOOD PRACTICE • Clear purpose & agenda • Prepare well (1:1) • Invite relevant people • Start & finish time • Good chairmanship • Involve people • Insist on discussion • Give responsibility • Record action (W3)

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