Conducting Effective Meetings

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Conducting Effective Meetings
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Conducting Effective Meetings

• Workshop on Leadership
• To
• African Sisters Collaborative
• By
• Pan African Institute for Development West
  Africa

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Conducting Effective Meetings
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Characteristics of Effective Meetings

• Purpose and goals are set in advance
• Appropriate people are attending
• Agenda (with timeframes) is prepared and
  distributed in advance
• Background information is distributed in advance
  participatory assignments are made
• Meeting is actively managed
• Meeting ends with wrap-up, including action items
  and assignments
• Written minutes are distributed promptly

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6 Main Functions of MeetingsJay, A. Harv Bus
Rev 5443, 1976

• 1 - The meeting defines the team. Those present
  belong, those absent do not.
• 2 - The meeting is where the group revises,
  updates, and adds to what it knows as a group.
• 3 - The meeting helps each individual understand
  the collective aim of the group, and the way in
  which his/her own and others work can contribute
  to the groups success.

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6 Main Functions of MeetingsJay, A. Harv Bus
Rev 5443, 1976

• 4 - The meeting creates in all present a
  commitment to the decisions it makes and the
  objectives it pursues.
• Real opposition to a decision usually consists
  of 1 part disagreement with the decision, to 9
  parts resentment at not having been consulted
  before the decision.
• 5 A meeting may be the only occasion where the
  group actually exists and works as a group, and
  the supervisor is actually perceived as the
  leader of the team.

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6 Main Functions of MeetingsJay, A. Harv Bus
Rev 5443, 1976

• 6 A meeting is a status arena.

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Conducting Effective Meetings

• Introduction

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• Why have a Meeting
• Types of Meetings
• Establishing Aims Objectives

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• Planning a Meeting

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• Preparation
• Constructing an Agenda
• Agenda Contents

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• Conducting a Meeting

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• Chairing a Meeting
• Who should Attend?
• Facilities
• Controlling a Meeting

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• Speaking at Meetings

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• Questioning Techniques
• Your Voice
• Presenting a Case
• Non-Verbal Communications

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• Dealing with Problems

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• Straying from the Agenda
• Achieving Results
• Team Meetings
• Problem Solving
• Dealing with Different Types

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• Minute Taking

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• Types of Minutes
• Writing the Minutes
• Layout of Minutes

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BRIEF EXERCISES

• IN CONCLUSION

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• Test Your Knowledge

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References

• Jay, A. Harv Bus Rev 5443, 1976
• Training Exchange Services ,74 Victoria Crescent
  Road,Glasgow G12 9JN, www.trainexe.com