Content of this lesson

1. Content of this lesson • Final tutorial on Time Varying Signals • Meeting Skills • Holding Meetings • Documenting Meetings • Practice Meeting • Brain Storming Techniques • Concept Maps • Practice examples

2. Holding Meetings • In this lesson, we will look at the process of holding meetings • Within the session we will : 1. consider the purpose of a meeting 2. consider the format for a meeting 3. hold some simple meetings 4. discuss meetings further 5. hold a meeting to plan an activity

3. What is a Meeting ? • A gathering of people to agree an outcome • outcomes are usually policies, action plans, ideas • The meeting must have clear objectives • There must be an outcome from the meeting • The outcome should define future actions • Avoid wasting peoples time in meetings • avoid unnecessary discussion, avoid topics which affect only a few in the group, delegate to working groups to report back

4. Types of Meeting • Seeking Agreement • make sure people move in the same direction • resolves differences of viewpoints • informs members of what is happening • Creative or Brainstorming • to generate new ideas for a group of people • Team Meetings • to review a teams progress • to agree the way forward

5. Creative Meetings • Objective is to create new ideas • Create an atmosphere for sharing ideas • Don’t be critical of the views of others • people who are criticized are less likely to express their views and stop thinking creatively • A ‘wild idea’ from someone may trigger a new idea in another person • Don’t try to evaluate the ideas in the meeting • collect a list of ideas and let people consider them outside the meeting

6. Brainstorming Techniques • We need a way to record ideas generated • A linear list is good for developing a line of thought but can stop you generating new ideas • Concept Map is a free format that can be easily extended • Example: Why I Chose this Course

7. Exercise Generate a Concept Map to show : “What Factors Affect your Ability to Study” Don’t Evaluate Ideas(15 minute exercise)

8. Evaluating Outcome • Having gathered all the ideas, then evaluate them • This can be done in a form of Team Meeting • This is the time to discuss the different viewpoints • Avoid being confrontational – stay objective

9. Evaluating the Mind Map • Hold a simple meeting to review the Concept Map • Objective Rank the 5 most important factors • Consider all the points on Mind Map, evaluate significance of each form your list of 5 make sure all members agree Hand in your list (15 minute exercise)

10. Second Mind Map • Return to your group for second exercise. • Generate a Concept Map for: “What Will We Talk About in Our Presentation”

11. Team Meetings Team Meeting should : • Define the team’s current goals • Confirm the role of each team member • Set out the action plan • Make it clear what each member will do • (review strengths and weakness of team) • Discuss team problems / weaknesses

12. Membership of Meeting • Chairman - Sets Objectives and Controls meeting Keeps the meeting Moving and Relevant • Secretary - Records the key points raised and Produces written record (minutes) • Members - Include key decision makers, A balance of viewpoints

13. Structure of the Meeting - Overview • Preparation • Chose membership, clearly identify topics to be dealt with, set objectives • Call the Meeting • Tell members the time and place, Give notice • Hold the Meeting • Confirm Agreements made • Produce minutes with actions highlighted • Circulate to all members • Copy to interested parties.

14. The Meeting Itself • Chairman • Open the meeting (review previous actions) • State Objectives of Meeting • Pass over to first speaker • Members • discuss issue raised • Chairman to summarised decision • if no decision, defer for consideration (don’t waste time) • Chairman directs to next issue • Close the meeting • Agree date and actions for next meeting

15. Structure for Minutes • What, when & where was the meeting • Who was present • Brief statement of points raised (point form) • Statement of actions agreed, showing who is responsible • person responsible for action is usually shown in right margin • Date of next meeting

16. Meeting to Discuss Presentation • Objectives of Meeting: • To agree on 1 sentence that summarizes your presentation • To Assign Tasks and Timescales for the Preparation for the Talk • Outcome is a set of minutes recording your solution to the objectives