Meeting Management

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About Course

Disorganized and poorly managed meetings are notorious for wasting valuable time and draining organizational energy, which can damage your professional credibility. Many professionals face the challenge of running a meeting but lack the specific skills and techniques required to ensure it achieves its purpose. Consistently leaving attendees with a poor impression of a meeting as disorganized or inefficient can hinder team productivity and goal attainment if left unchecked .

This comprehensive training course is designed to provide you with the basic tools and practical techniques needed to initiate, manage, and lead your meetings effectively. This is a hands-on course where your participation is key to developing your skills. The course moves logically from foundational planning and preparation to advanced leadership techniques, giving you a complete framework for success in any meeting scenario.

You will learn essential planning skills, from identifying the correct participants and creating a clear agenda to setting up the physical room and managing logistics . Furthermore, you will gain the leadership techniques needed to chair a meeting with confidence, keep discussions on track, professionally handle disruptions or conflicts, and hold participants accountable . By mastering these skills, you’ll be able to run engaging meetings that successfully achieve their goals and leave a positive, lasting impression on all attendees.

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What Will You Learn?

  • By the end of this course, participants will be able to:
  • Plan and prepare for a successful meeting, from identifying the right participants to creating a clear agenda .
  • Choose the optimal time and place for a meeting and set up the physical space effectively.
  • Understand and incorporate electronic options like web conferencing and presentation software.
  • Define and manage key meeting roles, including Chairperson, Minute-taker, and Attendees.
  • Master the skills of chairing a meeting, from getting started to effectively using an agenda .
  • Handle common disruptions, including off-topic tangents and personality conflicts, professionally .
  • Accurately take and prepare meeting minutes using a professional template.
  • Make meetings more engaging and productive using techniques like the 50-minute meeting, games, and prizes.

Course Content

Module 1: Getting Started
Introduces the course, highlighting the problem of poorly managed meetings and the goal of equipping participants with tools to plan and lead effectively.

  • Manual – Module 1
  • Audio – Module 1
  • Slides – Module 1
  • Pre-Assignment
  • Pre Course Test

Module 2: Planning and Preparing (I)
Covers the foundational planning steps, including how to identify the right participants, choose the best time and place, and create an effective agenda using the SOAP technique.

Module 3: Planning and Preparing (II)
Continues the planning process by focusing on gathering necessary materials (SHOWS acronym), sending effective invitations (Three P Approach), and managing all logistical arrangements.

Module 4: Setting up the Meeting Space
Details how to prepare the physical room, covering basic essentials, optional "extra touches" for a professional feel, and choosing the right physical seating arrangement (e.g., U-Shape, Classroom).

Module 5: Electronic Options
Provides an overview of technology for meetings, such as presentation software and web conferencing, and discusses key factors to consider before making a final decision.

Module 6: Meeting Roles and Responsibilities
Defines the specific duties of the Chairperson, the Minute-Taker, and the Attendees, and discusses how these roles may vary between large and small meetings.

Module 7: Chairing a Meeting (I)
Focuses on how to start a meeting effectively using the SIGNALS flow, establish the agenda's role as a guide, and use a "Parking Lot" to manage off-topic questions.

Module 8: Chairing a Meeting (II)
Teaches techniques for managing the meeting flow, including using the STOP technique to stay on track, dealing with potential overtime, and holding participants accountable.

Module 9: Dealing with Disruptions
Provides strategies for handling common disruptions, such as attendees running in and out (SIT technique), cell phones, off-topic tangents (EAR technique), and personality conflicts (Stop, Drop, and Roll).

Module 10: Taking Minutes
Explains what meeting minutes are for details what specific information must be recorded, and provides guidance on using a template for consistency.

Module 11: Making the Most of Your Meeting
Explores creative ways to make meetings more engaging and efficient, including the 50-minute meeting concept, using games, giving prizes, and simple magic.

Module 12: Wrapping Up
Concludes the course by reviewing key "Lessons Learned" and encouraging participants to update their personal Action Plans for continued development.

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