Meetings Management

Meetings Management Chairing and leading meetings. Based on best practice guidelines Consider what -if any changes you need to make to transform the way you lead/chair/manage your supervision meetings. .How to make meetings more meaningful.

 What issues do you face with meetings management? The impact of inefficient meetings management what happens if you do not follow good practice in meetings? 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

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

Four stages in managing a productive meeting (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.

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.

 What is the impact of inefficient meetings management?

Considerations for an Effective Meeting (PLAN & PREPARE)

Who? What? Where? When? How long?

Roles
Identification of roles and joint responsibility for success Chair Minute/note taker to include the purpose and use of minutes Joint responsibility for success of the process

Identification of the skills required in:

Chair Minute Taker Participants

Skills of the Chair (PARTICIPATE)

Chair should be assertive and facilitative in order to control the discussion and ensure full participation The Chair is responsible for the success of the meeting Facilitative, assertive, flexible, impartial.

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 an outcome that can be actioned.

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.

The Format If you always do what you have always done 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

The benefits of managing your meetings more 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