Effective Conducting of Meetings

Meetings are a part of corporate culture and a traditional form of business communication. The higher the position of the manager, the more time he/she spends at various meetings, thus it is very important for these meetings to be effective. Unfortunately, many meetings give the impression of extremely low efficiency, the main reason being the unfamiliarity of meeting facilitators and participants with the core principles of preparing and conducting such events.

The main purpose of this training is to give participants practical knowledge and useful skills needed to effectively organize, prepare, and conduct meetings, and follow up their results.

This course offers a blend of theoretical knowledge and practical exercises focused on:

• Fundamentals of meeting management: Understanding key definitions, the importance of effective meetings, and core competencies needed for successful meeting facilitation.

• Meeting planning and preparation: Step-by-step guidelines for planning and preparing meetings, including scheduling best practices and necessary artifacts.

• Engaging participants: Techniques for fostering active participation, managing group dynamics, and encouraging diverse viewpoints during meetings.

• Handling difficult behaviors: Strategies for identifying and addressing challenging behaviors in meetings, ensuring a productive environment for all participants.

• Facilitation skills: Core skills for effective facilitation, including opening meetings, managing discussions, and summarizing outcomes.

Upon completing the course, participants will be able to:

Plan and prepare meetings:

- Develop clear agendas that outline objectives, topics, and expected outcomes.

- Schedule meetings efficiently, considering participant availability and duration needs.

Facilitate engaging discussions:

- Employ techniques to stimulate discussion and encourage contributions from all attendees.

- Implement strategies to maintain focus and keep the meeting on track.

Manage difficult behaviors:

- Identify common difficult behaviors and apply techniques to address them constructively.

- Utilize role-play scenarios to practice handling challenging situations in real time.

Summarize and reach agreements:

- Effectively summarize discussions and ensure that clear agreements and action items are documented.

- Foster accountability by clearly defining the next steps and responsibilities.

Adapt to Different Meeting Formats:

- Understand the nuances of in-person versus virtual meetings and apply appropriate facilitation tools for each format.

- Utilize Agile meeting methodologies such as Lean Coffee and Status Meetings to enhance efficiency.

Apply Best Practices:

- Integrate best practices into meeting management to improve outcomes and participant satisfaction.

- Leverage proven methodologies to facilitate effective communication and collaboration within teams.

After completion of the course, participants will be able to:

• Effectively prepare, organize, and conduct meetings;
• Participate in meetings more effectively;
• Divide roles of meeting participants;
• Deal with difficult behaviors;
• Organize group discussions and brainstorming;
• Practice status meetings, retro, lean coffee, and 1 to 1 meeting formats;
• Apply new knowledge and skills in their daily activities.

1) Definitions

2) Meeting types and objectives

3) Planning and preparing meetings

4) Managing Meetings skills

5) Roles within meetings

6) Tips for Virtual Meetings

7) Dealing with Difficult Behaviors

8) Facilitating Special Meetings

a) Managing 1 to 1 meetings

b) Status Meetings

c) Team Retro

d) Lean Coffee

e) Brainstorming