Introduction

For meetings to be positive and productive, they need to be effective. Badly planned meetings will be seen as a waste of time by attendees.

This one-day training will help you to plan, structure and conduct effective meetings. We will help you to conduct meetings that are more purposeful, as well as developing your skills to keep meetings on track. We highlight the importance of the roles of the chairperson and minute taker and how you can gain the cooperation of your attendees; manage conflict as well as how to make logical decisions and action planning.

 

(Training Venues: In view of the current COVID-19 situation, all our classes will have a maximum of up to 9 participants. Hotels has taken strict measures such as daily disinfecting of all seminar rooms, cleaning the lift buttons and door knobs, temperature taking for our participants and hand sanitizers are also available. Travel Declaration Form will be sent to all participants prior to the training sessions)

(Social Distancing: Traditional classroom setting with only ONE participant at each table, with a distance of one metre apart from another. Comfortable seating space at the lunch area. All participants have to wear a mask during the training)

Course Details:

 

Learning Outcome

• The all-important meeting checklist

• The five qualities of a productive meeting

• The purpose of a meeting

• The components of a meeting

• The types of meetings

• The need for an agenda

• The role of the Chair

• Managing the delegates

• Making the decision

• Six kinds of decisions

• Exercise effective meeting

• Action planning

Course Overview

1. The Pre-Meeting Phase

  • Decide - to meet or not
  • Layouts for Setting up a Meeting Room
  • Set Goals and Choose the Means
  • Work out the Agenda and picking who should attend
  • Setting the Meeting’s Ground Rules
  • Preparation is Everyone’s Responsibility

2. The Actual Meeting

  • Facilitating the Meeting as Chairperson
  • Assigning the Roles and Responsibilities
  • Informing and Discussing
  • Control or Chaos?
  • Working with Different Styles
  • How to Deal with Difficult Participants
  • Time-keeping during Meetings
  • Getting a Decision
  • Contributing Positively during the Meeting as a Participant
  • Stand Up and Be Counted

3. Ending the Meeting with Actionable Plans

  • Writing the Minutes (an overview only in this workshop)
  • Closing the Meeting
  • Evaluating Your Performance

Outline

1. Checklist to prepare for a meeting

2. Identify the five qualities of a productive meeting

  • Clear Purpose
  • Accurate Language
  • Planned Approach
  • Rational conflict management and decision methods.
  • Positive atmosphere

3. Identify the purpose of a meeting

Meetings are an important organizational tool as they can be used to:

  • Pool and develop ideas
  • Plan
  • Solve problems
  • Make decisions
  • Create and develop understanding
  • Encourage enthusiasm and initiative
  • Provide a sense of direction
  • Create a common purpose

4. Identify the components of a meeting

A meeting can be divided into the following three main components:

  • Content
  • Interaction
  • Structure

5. Identify types of a meeting

There are many different types of meetings; here we focus on those used to:

  • Inform
  • Consult
  • Solve problems
  • Make decisions

6. The need for an agenda

What is an Agenda? In its simplest form, an agenda sets out the list of items to be discussed at a meeting. It should include:

  • The purpose of the meeting;
  • The order in which items are to be discussed
  • An agenda is a tool for attendees including, but not limited to, the chairperson and secretary. It serves several functions, before, during and after a meeting.

Outline

7. How to Set an Agenda

There are, in general, five or six broad areas to be covered in an agenda:

  • Logistics.
  • Objective.
  • Housekeeping.
  • Items.
  • Any Other Business (AOB)

8. Managing the delegates

The Delegates. The delegates are those people who attend the meeting. They come in various types:

  • The railroader.
  • The joker.
  • The digresser.
  • The cynic.

The 'broken record'
Ask questions to clarify understanding.
Note down any action agreed upon.
After the meeting, undertake any agreed action and brief others as appropriate.

9. Making the decision

10. Six kinds of decisions

  • Decision matrix methods.

11. Exercise effective meeting

  • Role play and practice
  • Checklist
  • Feedback and comments

12. Action planning

  • Takeaways and individual action plan

Who should attend

This workshop is especially for supervisors, managers, heads of departments of an organization who wants to maximize their ability to structure workplace meetings so as to maintain focus, avoid wasteful conflict, and deliver concrete, measurable results, so as to ensure that effective meetings are achieved every time.

Trainer

Noor_WahabNoor Wahab has more than 15 years of working experience specializing in training areas such as Communication & Presentation Skills, Cross-Cultural Communications, Cultural Diversity and other corporate training programmes.

Her long list of accomplishments include designing and delivering a mentor workshop for the SPT (Singapore Parallel Train) project for ExxonMobil, conducting a creativity & innovation workshop for the Singapore government, AVA (Agri-Food & Veterinary Authority of Singapore), and designing and delivering a coaching and mentoring program for KBC Advanced Technology.

Noor holds a Bachelor of Arts majoring in Psychology (USA) and a Bachelor of Mass Communications (USA). She is also a fully qualified and accredited administrator of the Myers Briggs Type Indicator.

Administrative Details:

Scheduled Date

• Date to be advised  (1st Run)

Cost

• S$ 450 per participant

• S$ 400 per participant for 2 participants from the same organisation

• S$ 350 per participant for 3 or more participants from the same organisation

Duration

• 9 am - 5 pm

Refreshments

• Coffee & tea with snacks during the morning and afternoon breaks

• Buffet lunch with vegetarian & halal options

 

Certification

A Certificate of Attendance will be awarded at the end of the workshop.

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