Meeting Management Training Course

Basics for Effective Meetings

• Characteristics of Successful vs. Ineffective Meetings
• Strategies for Conducting Productive Meetings
• Key Elements for Meeting Success
• Fundamentals of Effective Meetings
• Critical Components of Successful Meetings
• Qualities of Efficient Meetings
• Essential Questions: Purpose, Timing, Participants, and Location
• Leading Effective Meetings for Government

Planning and Preparing for a Meeting

• Preliminary Meeting Preparation
• Identifying Participants
• Selecting the Venue
• Setting and Planning Objectives
• Scheduling the Meeting Date and Time
• Developing the Agenda
• Gathering Necessary Materials
• Distributing Invitations
• Coordinating Logistical Arrangements

Effective Agendas

• Preparing and Finalizing the Agenda
• Purpose and Goals of an Agenda
• The Importance of a Well-Structured Agenda
• Best Practices for Agendas
• Understanding Meeting Objectives
• Setting SMART Objectives to Achieve Results
• Aligning Meeting Goals with Organizational Objectives
• Crafting a Compelling Agenda
• Distributing the Agenda for Government Meetings

Facilitation and Communication Skills

• Effective Communication within Meetings
• Assertiveness in Meetings
• Clear Verbal Communication
• Non-Verbal Communication Techniques
• Electronic Meeting Options
• Chairing a Meeting Effectively
• Managing Difficult Participants
• Maintaining Control of the Meeting
• Navigating Personality Conflicts

Meeting Roles, Responsibilities, and Delegation

• The Role of the Facilitator
• The Minute Taker's Duties
• Expectations for Attendees
• The Communicator’s Responsibilities
• Different Types of Meetings and Their Structures
• Managing Large vs. Small Meetings
• Effective Delegation of Tasks
• Delegating for Optimal Results

Meetings Management

• Meeting Etiquette and Professionalism
• Setting Clear Expectations
• Establishing Ground Rules for Meetings
• Maintaining Meeting Focus and Productivity
• Managing Overtime Effectively
• Holding Participants Accountable for Actions
• Handling Disruptions and Interruptions
• Policies for Late Arrivals and Early Departures
• Mobile Phone Usage Policy
• Managing Off-Topic Discussions
• Resolving Conflicts During Meetings
• Incorporating Gamification for Engagement

Effective Meeting Minutes

• Recording and Noting Minutes
• Understanding the Purpose of Meeting Minutes
• Taking Accurate and Detailed Minutes
• Using Minute Templates for Consistency
• Developing Action Plans Post-Meeting
• Note-Taking and Transcription Techniques
• Ensuring Time-Bound Meetings
• Closing the Meeting and Follow-Up Actions

Meeting Challenges and Additional Responsibilities

• Identifying and Addressing Hidden Agendas
• Avoiding Repetition and Unproductive Discussions
• Resolving Conflicts During Meetings
• Tracking and Resolving Difficult Issues
• Managing Challenging Participants
• Ensuring Completion of Action Items as Per the Agenda
• Maintaining Confidentiality and Compliance for Government Meetings