Presentation on theme: "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."— Presentation transcript:
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 Agenda & Purpose Managing the Meeting (Roles) Desired Outcomes Decision Making Method Stakeholder Analysis
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)