Chairing and Leading Meetings

7/28/2019 Chairing and Leading Meetings

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Meetings Management


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Meetings Management

Chairing andleading meetings. Based on best practice guidelines

Consider what -if any changes you needto make to transform the way youlead/chair/manage your supervisionmeetings.

.How to make meetings more meaningful.


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What issues do you face with meetings

management? The impact of inefficient meetings management

what happens if you do not follow good practice inmeetings?

The benefits of managing your meetings effectively The four Ps of Productive meetings Productive meetings need an effective agenda Format of meetings Conclusion and action points


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What is a Productive Leader trying to

achieve? Common sense practices and understanding what

barriers you face in using good practice Identifying the issues and adapting the

session/meeting accordingly. Agreeing new ways of working that can be refined

and adapted over time Achieving significant and sustainable changes that

free up your time


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Four stages in managing a productivemeeting (Four Ps)

Plan Prepare Participate

Pursue The four Ps of productive meetings are underpinned by the

idea that the objective of the meeting dictates each stage of

the process . A meeting is not the only way to achieve your

objectives.


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What is good and what is less so about your

current meetings? Jot out the SWOT analysis

Strength of the group and participants , of the current meetings.

Weaknesses- of group members and structure of the meeting.Opportunities for improvement and innovation, creative

thinking.Threats in the form of wastage of time, personal issues,Discussing issues not on agenda.


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What is the impact of inefficient meetings

management?


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Considerations for an EffectiveMeeting (PLAN & PREPARE)

Who? What?

Where? When? How long?


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Roles

Identification of roles and joint responsibilityfor success

Chair Minute/note taker to include the purpose

and use of minutes

Joint responsibility for success of the process


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Identification of the skills required in:

Chair Minute Taker

Participants


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Skills of the Chair (PARTICIPATE)

Chair should be assertive and facilitative inorder to control the discussion and ensure fullparticipation

The Chair is responsible for the success of themeeting

Facilitative, assertive, flexible, impartial.


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Statement Exercise Look at the list of statements Are the statements: Vital to effective facilitation ?

Harmful to effective facilitation? Neither just reflective of the style of the facilitator? Work on the principle that a facilitative style of meeting

leadership will promote discussion, ensure that each person

who has something to say is enabled to do so and lead to anoutcome that can be actioned.


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The Agenda

Each agenda item should have a description,presenter and time assigned to it.

Consider starting with easier items first Consider placing controversial items in the middle of

the agenda Finish on less important items

Use the agenda as an assessment tool at the end of the meeting.


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The Format If you always do what you have alwaysdone you will always get what you have always

got! Rapid one to one Standing meetings

Video conferencing Meet in an informal setting (best suited for

one to one)

Gallery meetings Meet outside


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The benefits of managing your meetingsmore effectively

Your supervision meetings will achieve more Participants will follow up on actions People will prepare more effectively The quality of conversation in meetings will

improve Participation will improve/increase

Chairing and Leading Meetings

Documents

Transcript of Chairing and Leading Meetings