Managing Meetings

SCHEDULE

No schedule at the moment

If you have three or more candidates or you would like to run this course as an in-house programme, please contact us.

COURSE AIMS

Successful meetings provide an essential forum for planning, debating, providing information, briefing and decision-making. Unfortunately, they are treated too casually and are often poorly prepared and managed, leading to the loss of valuable time and failure in satisfying their objectives. They are critical to the organisation because they become the official written record of the meetings. In the end, they are the only objective, verifiable record of what occurred.

WHO WILL BENEFIT FROM THE COURSE?

Anyone who is responsible for the arranging and managing of meetings to ensure they are a success and properly documented.

WHAT WILL YOU GAIN FROM THIS COURSE?

  • An awareness of the different types of meetings
  • Identify the different roles in a meeting
  • Familiarise yourself with different formats for taking minutes of meetings
  • Practise taking minutes of meetings
  • Set up a meeting including the production of the agenda
  • Be able to write notes and minutes in an appropriate format for a given meeting
  • Learn what the responsibilities of the different roles in meetings are
  • Preparing for the meeting; logistics that must be taken into consideration
  • Know how to build rapport and trust, establish your credibility and psychological contracts with the members of the meeting
  • Learn to develop interpersonal skills to keep control of the meeting and disarm disruptive participants
  • Structure discussions to build group consensus and gain a clear decision on each specific agenda item
  • Identify what can go wrong in meetings and know what action to take to ensure participants keep focused on the task
  • Learn to confront and overcome difficult situations and handle difficult meeting participants

SAMPLE COURSE CONTENT

Below is an example of the course content. The content can be ‘tailored’ to meet the exact requirements of the client.

Meeting Preparation and Participants Selection
  • Purpose of the Meeting
  • Which Type of Meeting Suits Your Needs?
  • Having the Right People at the Right Meeting
  • Qualities of a Meeting Leader
  • Overall Purpose and Importance of Attendance
  • Forms of Meeting Notice
  • Roles and Responsibilities
Roles and Responsibilities
  • Successful vs Unsuccessful Meetings
  • Responsibilities of the Chairperson, Participant and Recorder
  • Rules of Meeting; their Purpose and How to Use Them
Planning for a Meeting
  • Rights and Obligations of the Minute-Taker
  • Note Taking Formats
  • Types of Minutes
  • Logistics
  • Distribution of Pertinent Information
  • Collecting Appropriate Data from Interested Parties
  • Briefing Minute Takers and Guest Speakers
Developing Agendas
  • Preparation of the Agenda
  • Developing the Agenda
  • Key Participants in the Meeting
  • Meeting Outcomes
  • Agenda Commitments and Outcomes
Minute Taking
  • Competencies Minute-Takers Need
  • The Purpose of Minutes
  • Overcome Difficulties in Taking Minutes
  • Summarising Points Using Brief, Clear and Accurate Language
  • The Difference Between ‘Direct’ and ‘Indirect’ Speech
  • Active versus Passive Language
  • Selecting the Right Level of Formality
  • Using Reported Speech
  • Getting Your Grammar Right
Conducting an Effective Meeting
  • Creating an Open Atmosphere
  • Building Rapport Between Group Members
  • Brain-Storming and Problem Solving
  • Arriving at Win/Win Decisions
  • ‘Consensus’ Facilitation
  • Controlling Time Wasting and Disruptive Influences
  • Agreeing on an Action Plan
  • Assigning Point Persons for Action Items
  • Debriefing and Ending Meetings on a High Note
  • Keeping the Meeting on Schedule and Agenda Focused
Common Problems in Meetings g
  • Handling Dominant Participants
  • Encouraging Equal Air-Time
  • Getting Quieter Participants Involved
  • Addressing Disruptive Behaviour
  • Conflict Situations in Meetings
Conflict in Meetings
  • Types of Conflict
  • Reducing the Opportunity for Conflict
  • Spotting Potential Conflicts Early
  • Resolving Conflict
  • Turning Conflict and Tension Into a Positive Force
  • Reducing the Negative Impact of Conflict
Closing the Meeting
  • Establishing Follow-Up Learning Needs
  • Tips for Making Clear Decisions
  • Summarising Key Points
  • Review and Post Meeting Evaluation Options
  • Action Planning
  • Ending with a Focus on the Future
Follow Through on your Meetings
  • What to Do After the Meeting
  • How to Use the Meeting Advantage Planner to Time-Activate Follow-Through
  • Review the Meeting for Improvement

METHODOLOGY OF TRAINING

The foundation of our training is anchored in activity-based experiential learning. This methodology takes into consideration different learning and communication styles, and more importantly language and cultural differences. It is through active participation that the adoption and application of theory is expedited.

Our training team pays careful attention to planning and designing effective instructional methods essential for the transfer of knowledge. It is the creative skill of our management trainers and consultants that reveal untapped skills of the delegates through:

  • Group discussion
  • Individual and syndicate activities
  • Individual and group tasks
  • Case studies
  • Role plays
  • Audio and video evaluation
  • Action planning
  • Experiential learning games
  • Presentations
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