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Content of this lesson. Final tutorial on Time Varying Signals M eeting S kills H olding M eeting s Documenting M eeting s Practice Meeting Brain Storming Techniques Concept Maps Practice examples. Holding Meetings. In this lesson, we will look at the process of holding meetings

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Content of this lesson

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


Holding meetings

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


What is a meeting

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


Types of meeting

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


Creative meetings

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


Brainstorming techniques

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


Exercise

Exercise

Generate a Concept Map to show :

“What Factors Affect your Ability to Study”

Don’t Evaluate Ideas(15 minute exercise)


Evaluating outcome

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


Evaluating the mind map

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)


Second mind map

Second Mind Map

  • Return to your group for second exercise.

  • Generate a Concept Map for:

    “What Will We Talk About in Our Presentation”


Team meetings

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


Membership of meeting

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


Structure of the meeting overview

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.


The meeting itself

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


Structure for minutes

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


Meeting to discuss presentation

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


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