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Effective Meeting Management: Strategies for Success

Learn key tips and techniques for planning and managing meetings effectively. Explore the importance of stakeholder analysis, desired outcomes, agenda creation, decision-making methods, and roles in meetings. Avoid common pitfalls, establish ground rules, and understand the responsibilities of both the chairperson and participants. Enhance meeting productivity by following best practices and fostering a collaborative environment.

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Effective Meeting Management: Strategies for Success

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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 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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