Why do you want to hold a Meeting?
- What is the issue?
- What is the business context?
- What do you need to know?
- How urgent is it?
- What are you trying to achieve?
Refine your Purpose, Objectives and Outcomes
- What are you aiming to achieve?
- Give a reason for people to attend?
- Are your objectives SPECIFIC?
- Are your objectives MEASURABLE?
- Are your objectives ALIGNED?
- Do you need to agree them with meeting group? When?
- What would be a good outcome overall?
Attendees Required
WHO could possibly need to be there?Consider those who would be …
- RESPONSIBLE for taking action.
- ACCOUNTABLE for the issue.
- CONSULTED about the issue.
- INFORMED as an influential stakeholder.
- What barriers to attendance might exist?
- How will you possibly mitigate the barriers?
- How do I communicate purpose, structure and expectations before the meeting?
Plan the Agenda
- What topics should be covered?
- Prioritise the order.
- Allocate TIME to each item.
- Is the topic ACHIEVABLE in the time with the people joining the meeting.
- Set meeting time and date.
- Allocate room / WebEx / phone in details.
- Send out brief and informative joining instructions to attendees in good time for them to join.
- CHECK do you have the right people for success?
Thinking Ahead
- What style and role do I use?
- What group dynamics might take place?
- How will my strengths help or hinder?
- How do I ensure a favourable outcome?
- Who would be a good ally?
Meeting Game Plan – Visioning success, anticipating issuespreparing to resolve them.
1. Introduce the meeting -use the boxes below to think about how you will run your meeting
- Welcome everyone.
- Explain the purpose and importance of the meeting.
- Explain the agenda.
2. Information (2, 34 will be done consecutively for each agenda item in the meeting)
- Provide background to the agenda item.
- Ask for other relevant. Information and related issues.
- Ensure you summarise the information and issues relevant to the agenda item and agree them.
3. Ideas
- You may suggest ideas or ask for ideas and suggestions.
- Explore possibilities.
- Engage participants and help them to build on each other’s and your own ideas.
- Summarise the ideas and thank people for their input.
4. Actions
- Need to decide which ideas to act on.
- Depending on the situation you may decide, or you may invite input, or you may require others to take ownership of making the decision.
- Need to decide who will do what by when.
- Record the decision and action.
- Make the actions SMART
5. Close
- Summarise the outcomes of the meeting including the actions.
- Decide how and when to check progress.
- Thankeveryone.
©Cosimo Consulting LTD (for more information, coaching on running meetings being a facilitator or designing facilitated workshops contact )