Meeting Management

About the Course

Effective meeting management is crucial in today's dynamic and collaborative work environments. Meetings serve as vital forums for communication, decision-making, and exchanging ideas among team members, making how they are conducted a key determinant of organisational success. Whether in-person or virtual, poorly managed meetings can result in wasted time, decreased productivity, and a disengaged team.

Meeting management involves systematically planning, organising, and executing meetings to ensure they achieve their intended objectives efficiently. It encompasses various elements, including setting clear agendas, establishing specific goals, inviting relevant delegates, and employing facilitation techniques that encourage active participation and collaboration. Successfully managing meetings also involves timekeeping, ensuring that discussions stay on track and the allocated time is used productively.

In today's fast-paced and interconnected world, virtual meetings have become increasingly prevalent, demanding additional considerations for successful meeting management. Technologies such as video conferencing, collaboration tools, and project management platforms are pivotal in facilitating effective virtual meetings. Furthermore, the art of managing diverse personalities and navigating potential conflicts within a meeting setting is essential for maintaining a positive and productive team dynamic.

This 5-day interactive Meeting Management training course is valuable for leaders and all team members aiming to contribute meaningfully to their organisations. This introduction sets the stage for exploring the principles and strategies that underpin effective meeting management, emphasising its significance in fostering collaboration, innovation, and overall organisational success.

Core Objectives

This training course will help the delegates plan and prepare for meetings effectively; it includes defining the purpose of the meeting, identifying the right delegates, setting a clear agenda, and gathering the necessary materials. It involves facilitating discussion, keeping everyone on track, making decisions, and finally, how to follow up after meetings to ensure that action items are completed.

The delegates will achieve the following objectives:

• Learn techniques to make meetings more efficient and productive
• Understand how to plan and structure meetings to achieve set objectives
• Learn strategies to manage time during meetings
• Gain skills in handling conflicts that may arise during meetings
• Encourage active participation and engagement from all meeting attendees
• Develop the ability to adapt meeting styles to different situations

Training Approach

This training course will interactively combine presentations, debates, and individual, pair, and group exercises, both theoretical and practical, supported by video material and case studies. The delegates will be encouraged to actively relate the principles of meeting management to the particular needs of their workplace.

The Attendees

This training course is for those responsible for planning, organising, and running meetings. It includes Managers, Team leaders, Sales Professionals, Administrative Assistants and Office Managers.

Likewise, it will be valuable to the professionals but not limited to the following:

• Project Managers
• Meeting Facilitators
• Event Organisers
• Anyone responsible for Planning, Organising, and Running Meetings

Daily Discussion

DAY ONE: MEETING PREPARATION

• Introduction
• The Basics for Effective Meetings
• Meeting Participants
• Types of Meetings
• The Best and the Worst of Meetings

DAY TWO: PRODUCTIVE MEETINGS

• Holding Productive Meetings
• Keys to Productivity
• Techniques For Creating Focused and Results-Oriented Agendas
• Preparing for Meetings
• Integrating Technology to Enhance Meeting Efficiency

DAY THREE: SETTING THE ENVIRONMENT

• Setting the Place
• Leading a Meeting
• Functions of a Leader
• Prioritizing Agenda Items Based on Importance and Time Constraints
• Techniques for Encouraging Participation and Collaboration

DAY FOUR: MANAGING THE MEETING

• Your Role as Group Leader
• Process and Content
• Definitions
• Rules of Work
• Leveraging Technology for Virtual Collaboration

DAY FIVE: CONTROLLING THE MEETING

• The Six Thinking Hats
• Facilitation
• How to Control a Meeting?
• Managing Diverse Personalities and Promoting Inclusivity
• Handling Disruptions and Keeping Meetings on Track
• A Plan for Success