At the end of the skill class the participant will be able to:
- Know when to have a meeting
- Understand different types of meetings
- Know the ramifications of leading poorly planned meetings
- Understand how the electronic world has changed meeting management
- Know what needs to be done prior to the meeting (planning, agenda, announcement, etc.)
- Know how to lead the meeting and how to keep control during the meeting
- Handle conflict in a meeting
- End the meeting like a professional – what to do with unfinished business
- Follow up after a meeting (sending meeting notes, review delegated task, unfinished business, etc.)
- Use the involvement tree to know who should be included in the meeting and what role they will take in the outcome
Class Structure
PPT 3 hours
Materials
- Reference Book
- Workbook
- Possible laminated job aid?
- Tent card
- Pen
- 5 part Involvement case books
Knowing when to have a meeting
- Why meet? Are you just communicating info or do you need others ideas
- Are there other ways to exchange the information
- Do you need others to be together or can a one on one get the job done
- Why leading a good meeting is extremely important to someone’s career
Types of meetings
- What is the outcome expected
- Will a discussion need to take place
- Can a different type of meeting be just as effective
Meeting in the electronic world
- How to run a multi-site meeting
- What problems arise during an electronic meeting
Steps of planning, executing and following up for an excellent meeting
Meeting preparation
- Establishing the meeting objective(s)
- Planning the approach (single person, small group, entire team)
- Developing an agenda
- Identifying participants, roles and responsibilities
- Planning logistics
- Announcing the meeting
- Sending the agenda
- Confirming attendance
Conducting the meeting
- Starting the meeting on the right tone (explaining purpose for meeting, participants role, ground rules, agenda)
- Leading the meeting
- Speaking and listening effectively
- Involving participants
- Keeping your work visible – agenda, tasks
- Planning next steps
- Assigning / confirming responsibility for each task
- Ending the meeting (how to end it on time)
- CONFIRM – CONFIRM – CONFIRM
Following up after the meeting
- Distributing the meeting minutes
- Checking progress on action steps
- Identifying additional support needed to complete the action steps (review with task owners)
- Deciding what to do with meeting objectives that could not be met
- Acknowledging success
- Documenting and distributing the results
How to handle conflict during a meeting
Class participants will learn how to use the Vroom-Yetton involvement decision tree to position the meeting and how others will be involved with the outcome of the meeting (make a decision alone, consulting an individual, bring a team together)