Meeting Management Training Course

Basics for Effective Meetings

• Characteristics of Successful vs. Unsuccessful Meetings
• Strategies for Conducting Productive Meetings
• Key Elements for Meeting Success
• Fundamental Aspects of Meetings
• Essential Components of Effective Meetings
• Qualities of Well-Run Meetings
• Critical Questions: Purpose, Timing, Participants, and Location
• Leadership in Meeting Facilitation

Planning and Preparing for a Meeting

• Pre-meeting Planning and Preparation
• Identifying Key Stakeholders
• Selecting an Appropriate Venue
• Setting Clear Objectives for the Meeting
• Determining the Date and Time
• Developing a Comprehensive Agenda
• Gathering Necessary Materials
• Sending Out Invitations
• Making Logistical Arrangements

Effective Agendas

• Steps for Creating an Agenda
• The Purpose and Function of an Agenda
• The Importance of a Well-Structured Agenda
• Best Practices and Common Pitfalls in Agenda Creation
• Understanding the Meeting's Objective
• Setting Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) Objectives
• Aligning Meeting Goals with Organizational Strategies
• Crafting a Powerful and Action-Oriented Agenda
• Effectively Communicating the Agenda to Participants

Facilitation and Communication Skills

• Effective Communication During Meetings
• Assertive Communication Techniques
• Verbal Communication Best Practices
• The Role of Non-Verbal Cues in Meetings
• Utilizing Electronic Tools for Meeting Facilitation
• Chairing a Meeting Effectively
• Managing Challenging Participants
• Maintaining Control Over the Meeting
• Resolving Personality Conflicts

Meeting Roles, Responsibilities, and Delegation

• The Role of the Facilitator
• The Importance of a Minute Taker
• Expectations for Attendees
• The Communicator's Role in Meetings
• Different Types of Meetings and Their Purposes
• Managing Large vs. Small Meetings
• Effective Delegation of Tasks
• Delegating for Optimal Results

Meetings Management

• Meeting Etiquette and Professionalism
• Setting Clear Expectations for Participants
• Establishing Ground Rules for the Meeting
• Maintaining Focus and Direction During the Meeting
• Managing Overtime and Staying Within Allocated Time
• Holding Participants Accountable for Their Contributions
• Handling Disruptions and Distractions
• Addressing Late Arrivals and Early Departures
• Implementing a Mobile Phone Policy
• Managing Off-Topic Discussions
• Resolving Conflicts During Meetings
• Incorporating Gamification to Enhance Engagement

Effective Meeting Minutes

• The Process of Noting Minutes
• An Explanation of Meeting Minutes
• Taking Accurate and Concise Minutes
• Using Minute Templates for Consistency
• Developing Action Plans Following the Meeting
• Note-Taking and Transcription Techniques
• Ensuring Meetings are Time-Bound and Efficient
• Closing the Meeting and Follow-Up Actions

Meeting Challenges and Additional Responsibilities

• Identifying and Addressing Hidden Agendas
• Avoiding Redundant Discussions and Circular Conversations
• Resolving Conflicts and Misunderstandings
• Tracking and Managing Difficult Issues
• Handling Challenging Participants Effectively
• Ensuring Action Items are Completed According to the Agenda
• Maintaining Confidentiality and Compliance for government