Conducting Successful Meetings

Anyone who attends or runs meetings on a regular basis

1. Understanding the Concept and Purpose of Meetings: Meetings are gatherings of individuals to discuss, share information, make decisions, and collaborate on specific topics or tasks. The purpose of meetings includes information sharing, problem-solving, decision-making, and fostering teamwork.
2. Demonstrating the Methodology for Planning an Effective Meeting: Planning an effective meeting involves defining objectives, determining the agenda, selecting participants, scheduling, and preparing materials. Key considerations include setting clear goals and ensuring relevant topics are addressed.
3. Describing the Roles People Adopt in Meetings: Common roles in meetings include the chairperson (facilitator), secretary (note-taker), participants (contributors), and timekeeper (managing the agenda and time). Each role contributes to the meeting’s success.
4. Demonstrating Skills for Dealing with ‘Difficult’ Attendees: Dealing with challenging attendees requires active listening, empathy, assertive communication, and conflict resolution skills. Address disruptive behaviour constructively while maintaining a positive atmosphere.
5. Explaining the Role of Chairperson: The chairperson is responsible for leading the meeting, maintaining order, following the agenda, ensuring active participation, and summarizing key points. They play a crucial role in facilitating effective communication and decision-making.
6. Creating a Personal Implementation Plan: A personal implementation plan outlines how an individual will apply what they’ve learned. It should include specific goals, action steps, timelines, and measures of success related to conducting and participating in meetings effectively.

1. Understanding the Concept of a Meeting: A meeting is a structured gathering of individuals with a specific purpose, such as sharing information, making decisions, or solving problems. It typically involves discussions and interactions among participants.
2. What is the Worth & Cost of the Meeting: The worth of a meeting is determined by its ability to achieve its intended objectives, make informed decisions, and promote collaboration. The cost includes the time and resources invested in organizing and attending the meeting.
3. Planning Your Meeting: Effective meeting planning involves setting clear objectives, creating an agenda, selecting participants, scheduling, and preparing materials. It ensures that the meeting is productive and focused.
4. Roles Within Meetings: Roles in meetings include the chairperson (facilitator), secretary (note-taker), participants (contributors), and timekeeper (managing time and agenda). Each role contributes to the meeting’s success.
5. Opening Address: The opening address sets the tone for the meeting. It typically includes welcoming participants, stating the purpose, reviewing the agenda, and outlining expectations.
6. Assertiveness: Assertiveness in meetings involves expressing your opinions, needs, and ideas confidently and respectfully. It’s important for effective communication and contributing to discussions.
7. Control of the Group: The chairperson plays a key role in maintaining control of the meeting by following the agenda, managing time, encouraging participation, and addressing disruptions if necessary.
8. Being Constructive: Encouraging constructive contributions and discussions in meetings involves focusing on solutions, respecting diverse perspectives, and avoiding unproductive conflicts.
9. Getting a Decision: Making decisions in meetings may involve consensus-building, voting, or other decision-making methods. Ensuring that decisions are clear and actionable is essential.
10. When to Defer Active Listening: Active listening should be a continuous process in meetings. However, there may be moments when it’s necessary to defer active listening to address immediate concerns or conflicts.
11. Conclusions: Concluding a meeting involves summarizing key points, decisions made, and action items. It also provides an opportunity for participants to ask questions or clarify information.
12. Taking Minutes: Minutes are a record of what transpired in the meeting, including decisions, action items, and discussions. The secretary or note-taker is responsible for capturing accurate minutes.
13. Problems with Meetings: Common problems in meetings include lack of focus, poor participation, time-wasting, and conflicts. Identifying and addressing these issues is crucial for productive meetings.
14. Turning Negative Actions into Positive Results: Transforming negative actions in meetings into positive results involves addressing conflicts constructively, redirecting off-topic discussions, and fostering a more collaborative atmosphere.