The Charter Partnersо Guide To Effective Meeting Management.ppt

The Charter Partners? GuideEffective Meeting Management “Good meetings are managed events . . . they just don’t happen!” Introduction PHASE I The Planning Function Purpose of the Meeting Agenda Participants Facility, Location, Room/s Set-Up Mind Sync Compose the Meeting Realistic Outcomes PHASE I The Planning Function ((cont.)) Purpose of the meeting, i.e. Share information Solve problems Review, discuss, develop ideas Plan, Establish committee/s, Delegate work Make decisions Validate - build support PHASE I The Planning Function (cont.)  Agenda Obtain input from all Participants Include timing for each section Should communicate leader’s expectation/s Provides process for order and control Limit total number of tasks Measure success/failure of meeting PHASE I -The Planning Function (cont.)  PHASE I -The Planning Function (cont.) PHASE I -The Planning Function (cont.)  PHASE II The Meeting State purpose/s of the meeting Review agenda and solicit additional expectations Review meeting rules and tools Champion Member leads the meeting Champion Producers becomes as “Sideline Coach” Meeting debrief and ranking Schedule next meeting date PHASE II -The Meeting (cont.)  The Champion Producer (Facilitator) starts the meeting with: State the purpose of the meeting, review agenda and solicit additional expectations Start the meeting on time/Introduce yourself Make sure all new Participants are introduced Validate/review, the agenda/timing and the desired result/s Approval of last meeting minutes Clarify roles: Champion Member/s as Meeting Leader/s Champion Producer as Facilitator Confirm all of the Participants expectations PHASE II -The Meeting (cont.)  Review Meeting Rules and Tools Trust Towel and Note Pad: Have new Member present Review “Coin” acknowledgement for good ideas Obtain volunteer to become Time Keeper-Bell and Clock Establish “Parking Lot” and Expectation Flip Chart List expectations Have Participant read pre-me