Making meetings useful

2

Housekeeping

› mobile phones› break times› toilets› emergencies

© smallprint

3

Workshop overview

At this workshop the following will be addressed:

› reasons for holding meetings › strategies for managing effective, useful

meetings› holding meetings that achieve specific

objectives› roles of different personnel

© smallprint

4

Workshop expectations

What do you know about the topic?

What do you need to know?

What outcomes do you expect from this workshop?

© smallprint

5

Topic 1

Meeting purposes

© smallprint

6

Why?

In a meeting, two or more people come together (often in a formal setting) to discuss a (usually) predetermined topic or set of topics.

© smallprint

7

Meeting types

© smallprint

8

Be organised

© smallprint

Disorganised meetings lead to boredom.

Boring meetings lead to inattention.

9

Personnel

›chairperson›minute taker/ secretary›participants›guest speaker/s

© smallprint

10

Activity

© smallprint

11

Topic 2

© smallprint

Planning and organising

12

Use tools that help with organising

‘Any intelligent fool can make things bigger and more complex... It takes a touch of genius - and a lot of courage to move in the opposite direction.’

(Albert Einstein)

© smallprint

13

Who will attend?

© smallprint

‘Meetings are indispensable when you don’t want to do anything.’

(John Kenneth Galbraith)

Pick me!Pick me!

14

Venues

© smallprint

15

Discussion activity

© smallprint

Hollow square or rectangle

For meetings where hierarchy is not an issue. Excellent for facilitator led meetings. Encourages audience participation. Awkward to use any visuals.

Boardroom

Very good for groups between 6 and 15. Suggests formality and hierarchy. Over 15, people at the far end table may feel left out and form a separate group.

Perpendicular style

Seats can be on either outside or inside of tables. Instructor can survey students' work. Easy exchange between presenter and audience. Centre usable for exhibits or demos.

U-shape

Encourages collaboration. Centre area usable for simulations and role-plays. Can be used with or without speaker table.

Semi-circle or circle

Can be set up with or without tables. Presenter's role is minimal. Excellent for emotional sessions, such as sharing grief. Encourages a sense of group and bonding.

Cluster style

Good for presentations with breakout groups. Clusters easily return to being a single group. Quick and easy to follow with a meal. Tables can be either round or small rectangles.

16

Activity

© smallprint

17

Topic 3

© smallprint

At the meeting

18

Opening

© smallprint

Controlling the meeting

19

Keeping on track

© smallprint

What are the desired outcomes?

How do you keep people

focused on them?

20

Motions, decisions, voting

© smallprint

21

Managing conflict

© smallprint

22

Outcomes

© smallprint

23

Encourage involvement and participation

© smallprint

24

Scheduling breaks

© smallprint

25

Closing

‘A good close to a meeting is like the last chapter of a great novel – it summarises all that happens and leaves you wanting to read the sequel.’

(Anon.)

© smallprint

26

Minutes

‘A meeting is an event where minutes are taken and hours wasted.’

(James T Kirk)

© smallprint

27

Activity

© smallprint

28

Summary

Before leaving today please share:›1 thing you learned›1 new practice you will undertake when at work›1 activity you enjoyed

Thankyou for your attendance and participation.

© smallprint