Meetings, meetings, meetings!

How to manage them effectively

Some of us spend a large proportion of our working lives in meetings – and much of this time is wasted.

That’s why good chairing skills are crucial. This practical and engaging programme shows how skillful chairing can steer a meeting to a successful conclusion, saving considerable time and significantly boosting efficiency.

What’s in it for you?

  • Be able to manage and chair meetings even more effectively and efficiently
  • Know how to make the most of the ‘before’, ‘during’ and ‘after’ phases of the meeting
  • Understand how to stimulate and facilitate discussion to maximise engagement
  • Know how to make sure contributions are heard and taken note of
  • Know how to clearly define the purpose of a meeting, and prepare a realistic agenda
  • Be able to handle negative, time-wasting and disruptive behaviours effectively
  • Know how to get a meeting off to a good start and ‘stamp your mark’ on it
  • Learn how to manage conference call meetings in a way that keeps people’s attention
  • Know how to ensure actions are recorded and followed up

Workshop outline

(Full-day version, 9.30 – 5.00)

1 Achieving best practice in meetings

  • What drives you crazy about meetings?
  • How and why a meeting can go wrong – and right
  • A benchmark of good practice
  • Key factors that lead to shorter, productive meetings

2 The perfect chairperson/manager

  • What makes someone a really good chairperson/manager of a meeting?
  • How the role of the chairperson may be different in different kinds of meetings, including:
    • Cascade / briefing / update meetings
    • Team meetings and 1:1 meetings
    • Discussion, debate or decision-making meetings
    • Feedback meetings
    • Brainstorming / blue-sky meetings
    • Review and ‘lessons learned’ meetings

3 The ‘before’ phase

  • Planning ahead of time and setting things up to succeed
  • How to draw up an agenda that works – and making sure it’s distributed ahead of time
  • Essential preparation to ensure success

4 The ‘during’ phase

  • Managing the meeting process
  • Getting off to a good start by setting the scene
  • How to keep the meeting on track and to time
  • Encouraging and facilitating the discussion
  • The power of summaries to clarify understanding

5 Handling difficult people and situations

  • Managing group dynamics
  • Reading the group / meeting
  • Dealing with people who waste time, are negative or hold side conversations, etc
  • How to handle disagreement / conflict

6 The ‘after’ phase

  • Bringing the meeting to a successful close
  • Ensuring everything has been covered
  • Why it’s important to distribute minutes ASAP
  • How to make minutes as effective as possible
  • Best practice for recording the most important discussions and agreements made / actions to be taken
  • Following up on action points

7 When the meeting isn’t working

  • Showing personal leadership by pointing out when the meeting isn’t working – because it’s gone off track or people are getting bored
  • The importance of taking individual responsibility
  • Looking for ways of supporting the process or being aware of time-keeping

8 Virtual meetings

  • What to consider in conference calls
  • The ingredients for success
  • How to avoid common problems

9 Actions and next steps

  • Review
  • Personal action planning
  • Next steps

To discuss which management and personal effectiveness modules would best suit you, just give us a call on 01582 463460 and we’ll be happy to talk you through the options.