Meeting Management Course

Duration: 1 day

Introduction

Eight tips to hosting a successful meeting.

Course Outline:

We will focus on the preparation and planning of a meeting, because we want to give you a value added newsletter. Other topics such as chairing a meeting and dealing with disruptions will be dealt with in the workshop. If you have never prepared for a meeting the following tips will set you up; right until the meeting attendees walk into the room.

TIP 1: GATHERING MATERIALS: STATIONERY: This would be all the paper you intend to use during the meeting or mini-workshop. It includes paper, sticky notes folders and flip charts. Any handouts are included in stationary. All pens, pencils and highlighters and white board markers need to be in a container for easy access.

TIP 2: PHYSICAL SPACE: Consider where the meeting is to be held, there enough tables and chairs and available power strips for laptops. Is it on or off site? Does it need to be set up? If so, make sure you have space for a projector, a white board and for large meetings; a microphone.

TIP 3: PRESENTATION: Meeting participants appreciate little things which show they have been carefully chosen for this meeting. Pre-printed name tags and keepsakes like logo chains and folders with the supplied stationary at each place setting works really well.

TIP 4: PHYSICAL ARRANGEMENT: Consider the set-up of the tables and chairs. There are four common styles, conference style seating, U shape seating, T shaped seating and classroom style seating. These shapes are also used for different types of meetings.

TIP 5: TRAVEL: Identify who will be attending the meeting, do they need travel arrangements? Do they need transportation to and from the meeting?

TIP 6: FOOD: How early does the meeting start? Do you need to offer a light breakfast? When does your meeting end, will you break for refreshments? Who is going to cater the food?

TIP 7: AUDIO AND VISUAL: Do you plan to use audio and visual equipment? Electronics can bring a wealth of advantages if used properly. Can you have it set up at the meeting place? TIP 8: SIGNAGE: Make sure you can hang or affix signage such as posters directing attendees to your meeting place. Now that you are properly prepared for a meeting, you need to start thinking about the roles and responsibilities of yourself and others during the meeting. In the workshop, we will discuss chairing the meeting and taking minutes.

We will also discuss keeping to the agenda, the role of the parking lot and how to keep Bob from digressing too much.

Key outcomes of the course include:
BOTI’s Program Outline

Component 1: Starting Out
• Agenda

Component 2: Planning as well as Preparing (I)
• Identifying the delegates
• Choosing the Time as well as Place
• Creating the Agenda

Component 3: Planning as well as Preparing (II)
• Gathering Materials
• Sending Invitations
• Making Logistical Arrangements

Component 4: Setting up the Meeting Space
• The Basic Essentials
• The Extra Touches
• Choosing a Physical Arrangement

Component 5: Electronic Options
• Overview of Choices Available
• Things to Consider
• Making a Final Decision

Component 6: Meeting Roles as well as Responsibilities
• The Chairperson
• The Minute Taker
• The Attendees
• Variations for Large as well as Small Meetings

Component 7: Chairing a Meeting (I)
• Getting Off on the Right Foot
• The Role of the Agenda
• Utilizing a Parking Area

Component 8: Chairing a Meeting (II)
• Keeping the Meeting on course
• Working with Overtime
• Holding delegates Accountable

Component 9: Working with Disruptions
• Running in as well as Out
• Cell Phone as well as PDA’s Ringing
• Off on a Tangent
• Personality Conflict

Component 10: Taking Minutes
• Exactly What are Minutes?
• Exactly What do I Record?
• A Take-Home Template

Component 11: Taking advantage of Your Meeting
• The 50 Minute Meeting
• Utilizing Games
• Giving Prizes
• Stuffed Magic

Component 12: Wrapping Up

Who should attend this course?

This course is intended for potential managers and new managers.

**Quote does not include Any Exam Fees (if applicable)

For your meeting training needs contact BOTI today!

IMPORTANT ACTION: Do Not Wait To Improve Your Skills.  

For your meeting training needs contact BOTI today!

Book Now By Completing Online Booking Form / Customised Proposal or Obtain Approval For Your Already Received Customised Proposal

For your meeting training needs contact BOTI today!

BOTI also offers: Communication Strategies Course