MEETINGS

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MEETINGS
May I have your attention please ??
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(No Transcript)
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CONCEPT

• PURPOSE
• To provide the maximum visibilty of company
  activities
• Facilitate information exchange within community
• Establishing areas of mutual support and
  assistance.
• STRUCTURED APPROACH
• In order to get maximum output there must be
  effective information exchange

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CONCEPT

• CONSISTENCY OF APPROACH
• Major source of info
• Important to provide appropriate level of
  visibility
• FREQUENCY OF MEETING
• Needs to be flexible

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AGENDA

• Introduction

• How to prepare ?
• How to conduct ?
• Suggested Format

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WHAT KIND OF MEETING ?
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MEETINGS

• ATTENDANCE
• Construct a standard attendance list
• Key target audience
• GUEST SPEAKERS
• Subject matter experts
• KEY TARGET AUDIENCE
• IOS / NGOS may be one of them Local Authorities

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MEETINGS

• CHAIRMANSHIP
• Who is responsible for what ?
• AGENDA
• Always provide agenda if possible in advance
• MINUTES
• Avoid misinterpretation of key subject areas

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HOW TO SET UP MEETING ?
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Before The Meeting

• Send minutes earlier
• Database(pers/proj)
• Cultural aspects
• Make a plan
• Resources (needs)
• Power-Point
• Room
• Make a reservation
• Size
• Seating
• Private rooms for bilaterals

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Before The Meeting

• Send information
• Send agenda (calling note)
• Transport arrangements
• Time, date, place, location
• Subjects, topics, objectives, aims
• Limitations
• Meeting character (ice-breaker, decision,
  arrangement, consensus, info-exchange / need or
  nice to know)
• Level appropiate??
• Participants, dress-code, RSVP

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Before The Meeting

• Media arrangements
• Security
• Logistics (food, drinks)
• Prepare additional information
• Progress since last meeting
• Interpreters needed/ info

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Conduct The Meeting

• Formal opening
• Welcome attendees
• Introduce yourself and attendees
• Confirm, agree upon agenda, add items
• Confirm minutes last meeting
• Check roles
• Chairman
• Secretary
• Others

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Conduct The Meeting

• Check mandate, power, authorisation
• State rules, administrative remarks
• Speak one at a time
• Check attendees list
• Set time limits
• Breaks

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During The Meeting

• Keep process in mind
• Questions, problems, issues, talking points
• Process, discussion, argumentation
• Results, outcomes, solutions, conclusions
• Follow agenda
• Decision techniques
• Consensus (slow)
• Voting
• Executive decision (Fast)

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During The Meeting

• When escalation........go to balcony
• STEP BACK
• Collect information attendees
• Addresses
• Duty roster

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End Of The Meeting

• Any other business ?
• Close your meeting
• Summarise
• Action list
• Make appointment for next meeting
• Agenda points next meeting
• Scheduling

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End Of The Meeting

• Sign decisions
• Everybody happy?
• Said what he had to say
• Closing remarks (chairman)
• End positive
• Thank you....
• Picture/Media
• Clean-up

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After The Meeting

• Prepare minutes, memorandum, translate them
• Report to your Boss
• (hot debrief)
• Follow up
• Executive decisions (staffing)
• Action plan
• Evaluate your plan or performance
• Prepare next meeting
• Debrief interpreter

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GOLDEN RULES

• Stay calm in the face of criticism
• Be tactful
• Seek common ground
• Do not take an immediate stand
• Dont make
• Promises you cant keep
• Admission without authority
• Do not give away info about a third party
• Deconflict
• Conflict WIN-WIN attitude
• Turn subjective problem into objective solution
• Help people to communicate
• Room arrangeements, microphones, table

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GOLDEN RULES
STRESS REDUCTION KIT
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MEETINGSUGGESTED FORMAT

• INTRODUCTION
• GENERAL SITREP
• OVERVIEW OF KEY CURRENT ACTIVITIES
• OVERVIEW OF KEY CURRENT PRIORITIES
• UPDATE/DISCUSSION
• SUBORDINATE COMPANIES UPDATE/DISCUSSION
• KEY INFRASTRUCTURE ASSESSMENT ISSUES
• HUMANITARIAN ASSISTANCE ISSUES
• MANAGEMENT UPDATE
• FEEDBACK
• ANY OTHER BUISINESS (AOB)
• CLOSING REMARKS

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MODEL ACT NOTES/MINUTE
Notes of meeting No ____ in relation to ___
__________ held on ___/___/___ at
commencing at _____ am/pm in the
_________ . 2. PRESENT Name Appointment/Organisa
tion 3. APOLOGIES Name Appointment/Organisation
4. The notes of the previous meeting were- a)
agreed as accurate b) agreed with the
following changes
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MODEL ACT NOTES/MINUTE
The current position with respect to the
following matters arising were confirmed- Issu
e Action By Whom At Date 6. Issues discussed
during the meeting - 7. The following actions
were agreed- Issue Action By Whom By
Date 8. Any Other Business- 9. Date and time of
next meeting Meeting to be held on ___/___/___
commencing at ______ am/pm. Venue-
_____________________ / to be arranged
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MODEL ACT NOTES/MINUTE
10. Circulation a) Action Addressees -
Those present/apologies b) Information
Addressees - CO - Bde CIMIC - Others
(specify) 11. Post Meeting Actions and
Bookings- a) Book meeting room and waiting
rooms b) Order Tea Coffee/Biscuits/Sandwich
es to be delivered to ________________ for
_____ persons at ______ am/pm on
___/___/___. c) Prepare and distribute agenda
and action notes- within 7 days
within 14 days for next meeting
delete as appropriate
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SUMMARY

• Source of information
• Coordination with business environment
• Value to COMPANY activities
• information flow
• Coordination of activities

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Any burning question ??