Organising Meetings >>> Identifying the need for a meeting Planning a meeting Arranging a meeting Topic 1 Topic 2 Topic 3
Organising Meetings >>> Preparing for a meeting Running a meeting Documenting & reviewing a meeting Topic 4 Topic 5 Topic 6
Topic 1 Identifying the need for a meeting Understanding meeting types and purposes Reasons for holding a meeting A B
Reach a decision(s) on a course of action A Resolve a problem B Share certain information with a particular audience C Generate new ideas or thinking D
Understanding meeting types and purposes Decision making Problem solving Sharing information Generatin g ideas Board Meeting Annual General Meeting Staff meeting Interview Project progress meeting ‘Brainstorming’
Scenario 1 Will you call a meeting in the following two situations: You want to ask your boss for a pay rise. You are going to be delaying producing the month end accounts.
Topic 2 Planning a meeting Deciding who needs to participate Determining the most appropriate meeting format Establishing the timeframe for the meeting Deciding on a location Drafting an agenda Defining meeting success criteria Providing initial notice to participants Setting a provisional date, time and place for the meeting Determining any legal or ethical requirements
Deciding who needs to participate have a direct involvement & interest in the meeting’s outcomes able to contribute to the meeting
Scenario 1 Your are a product manager and you require the assistance of the marketing department to launch a new product. You are the area manager for a chain of shops and you want to develop a plan to counter a new competitor moving into your territory.
Determining the most appropriate meeting format B C A Traditional meetings v. the latest technology Appointing a chairperson Using visual aids
Traditional meetings v. the latest technology ff
Appointing a chairperson Has an excellent understanding of the topics and issues under discussion Has the authority to run the meeting successfully the meeting successfully able to take an objective, unbiased view of events
The possibility of your The possibility of your agenda including a presentation The possibility of any discussion The possibility of your The possibility of your agenda including a presentation Using visual aids The possibility of any discussion The possibility of your The possibility of your agenda including a presentation The possibility of any discussion The possibility of your The possibility of your agenda including a presentation The possibility of any discussion The possibility of any discussion
Scenario What format do you consider to be most appropriate for your meeting?
Establishing the timeframe for the meeting The known availability of the participants The timing of other meetings The timing of other events
Establishing the timeframe for the meeting Other factors Any known constraints on the availability of rooms or equipment
Drafting an agenda 1. The name or title of the meeting 2. The date, time and location of the meeting 3. A list of the participants 4. The individual items to be covered indicating, if possible, who is responsible, the purpose and the time allocated for each item 5. ‘Any Other Business’ 6. A decision on the date, time and possibly location and chairperson for the next meeting if it is a regular event
Defining meeting success criteria generate some ideas make a decision share some information solve a problem criteria
Providing initial notice to participants Formally notify the intended participants of the meeting and confirm their willingness to participate by inviting them to let you know if they do not intend to take part
Determining any legal or ethical requirements Other interest interest Topic under discuss ion Some factors Legislation
Scenario Compose an email – to be sent to the invited participants – that will accompany the draft agenda. Ensure the invited participants are willing to take part and invite comments on the agenda, date, location, etc.
Topic 3 Arranging a meeting A. Confirming a date, time and place for the meeting B. Booking rooms; C. Making travel and accommodation arrangements; D. Booking a telephone conference call; E. Booking a video conference call; F. Booking an Internet conference call; G. Letting non-participants know of events
Topic 4 Preparing for a meeting Meeting Assigning responsibility for note taking & preparation of minutes Finalising and issuing the agenda Preparing and reading papers Visiting the meeting location Testing the technology
Scenario You are ready to finalise the agenda for your project meeting Order of Business Add the required item Compose an email Visit a conference room and run through the checklist ON OFF
Topic 5 Running a meeting Stating the purpose of the meeting Making introductions Controlling the meeting
Topic 6 Documenting & reviewing a meeting Assigning responsibility Making notes Producing the minutes Issuing minutes for review and comment Finalising and issuing the agreed minutes Reviewing the meeting
Scenario You are preparing the minutes for your project meeting Draft a handwritten set of minutes for your project meeting Ensure details are included such as date, time, location, etc. Ensure your minutes are proof read for accuracy and errors corrected Who will be receiving a copy of the minutes? Compose an email What can you assume if they do not reply? Who would you send the final version of the minutes to?
Presenting & Analysing Research Writing the brief Researching the topic Writing the draft Finalising the report Delivering an oral presentation