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Meeting Skills

Course Description

Meetings are often described as being one of the biggest time wasters in the work environment. Countless hours are devoted to meeting attendance, which can comprise a large portion of an organization’s resources. However, the problem is not the actual meeting, but rather how the meeting is planned and facilitated. Poor planning and facilitation are guaranteed to result in a nonproductive meeting and a waste of company resources. This course is designed to help participants utilize tools and methods to plan, prepare, and facilitate a productive meeting that will capitalize on the time and talents of all attendees.

Participants begin by learning a four-step process that they can use to structure and facilitate their meetings. A large portion of a meeting’s success depends on the work that is done before the meeting ever occurs. Participants learn the value of identifying a clear, concise purpose statement. They then identify desired outcomes that align with that purpose. This process will help participants to structure the agenda and determine the issues that truly need to be addressed in the meeting.

The next segment of the course will demonstrate the value of an agenda and how to construct the agenda so that it is directly tailored toward meeting the desired outcomes. The agenda will enable participants to maintain focus during the meeting. Participants can also learn simple techniques to keep the meeting on track. Difficult attendee behaviors are not uncommon; methods to overcome these behaviors will be discussed and practiced during the session.  Finally, participants learn about tools they can use to review a meeting and to determine its overall effectiveness. These tools can be used to continuously improve the meeting process so that every meeting becomes productive.

Objectives

After completing this course, you will be able to:

  1. Apply four steps to successfully facilitate meetings.
  2. Create an effective purpose statement.
  3. Identify intended outcomes to achieve the purpose.
  4. Develop an agenda that is focused on achieving intended outcomes.
  5. Understand the logistics of setting up a meeting.
  6. Apply three tools that keep a meeting on track.
  7. Resolve challenging attendee behaviors.
  8. Utilize a method for reviewing a meeting that results in resolutions for action items.

Duration

This course can be customized to meet a 4-hour or 8-hour classroom session, a 1 ½-hour lunch and learn, or a 1- to 2-hour webinar.

Class Size

This course is designed for up to 25 participants.

Course Outline

Below is the course outline with objectives and timing.

Objective and Topic Timing Elapsed Timing
Objective: Utilize a four-step process to successfully plan and facilitate a virtual or face-to-face meeting
Welcome and Icebreaker 20 min 20 min
Activity – Elements of Successful/Unsuccessful Meetings 15 min 35 min
Meeting Assessment 15 min 50 min
Four Steps to Successfully Planning and Facilitating a Meeting 5 min 55 min
Objectives: Create a clear purpose statement.  Identify desired outcomes that will achieve the purpose of the meeting. Utilize three tools that keep a meeting on track.
Step One: Define the Purpose and Desired Outcomes                      10 min 1 hr, 5 min
Activity – Determine Meeting Purpose and Desired Outcomes 20 min 1 hr, 25 min
Break 15 min 1 hr, 40 min
Objective: Discuss the logistics of setting up a meeting.
Step Two: Plan the Meeting Logistics 5 min 1 hr, 45 min
Activity – What Do You Want to Know? 15 min 2 hr
Objective: Develop an agenda that is focused on achieving desired outcomes.
Creating the Agenda 15 min 2 hr, 15 min
Reviewing the Tools Covered 15 min 2 hr, 30 min
Deciding Who and How Many Should Attend                                                10 min 2 hr, 40 min
Assigning Roles and Responsibilities 10 min 2 hr, 50 min
Activity – Creating an Agenda 20 min 3 hr, 10 min
Objective: Utilize techniques for capturing action items and off-topic issues. Resolve difficult attendee behaviors.
Step Three: Conduct the Meeting 5 min 3 hr, 15 min
Handling Challenging Attendees 15 min 3 hr, 30 min
Activity – How Would You Handle This? (scenarios) 15 min 3 hr, 45 min
Objective: Review a meeting to evaluate its overall effectiveness.
Step Four:  Review the Meeting 5 min 3 hr, 50 min
Summary and Action Planning 10 min 4 hr
If full day:

Practice meeting and feedback (videotaping is an option)

4 hr 8 hr

Course Outlines

Dive in and learn more by clicking the topic.
  • Accountability
  • Be a THINKing Partner
  • Career Development
  • Communicate with Clarity
  • Conflict Management
  • Delegation
  • Emotional Intelligence
  • Feedback
  • Hiring
  • Personal Leadership & Influence
  • Leading Meetings
  • Mentoring
  • Performance Management
  • Quarterly Conversations
  • Presentation Skills
  • Problem Solving
  • Stress Management
  • Time Management
Download Catalogue (PDF)

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