M3.33 Effective Meetings for Managers
Effective Meetings for Managers
The purpose of an agenda (weighting 5% of the total mark)
Productive, valuable, and engaging meetings require a clear goal, an open dialog, and a strong leader. Key to this is a well constructed agenda prepared prior to the meeting. An agenda should act as a guide to attendees letting participants know the meeting objective and what to expect. An agenda aims to direct the meeting by providing topic prompts, a running order and proposed time allocation for relevant discussions. When agendas are provided in advance, participants can prepare themselves for the meeting. A well constructed agenda will make a meeting more efficient and productive.
How to prepare prior to a meeting (weighting 10%)
When considering or preparing for a meeting the following points should be considered for a successful outcome:
1. Decide if a meeting is needed and invite only the necessary people. Knowing how to prepare for a meeting is important, knowing when not to have a meeting is equally important.
2. Identify what type of meeting is most suitable depending on the overall objective:
Informative - Relaying a head office communication.
Creative - Developing new ideas and concepts.
Decisional - A discussion which leads to an agreed way forward.
Motivational - An opportunity to commend or inspire in order to influence behaviour.
3. Ensure the environment is suitable. A suitable environment will depend on a number of factors; the type of meeting (as stated above), the number of participants, the length of the meeting and the location of the meeting (on-site of off-site). Once this is determined basic items should be in place. Booking the suitable room or venue. Ensuring the correct number of chairs and tables before the meeting begins. Provide pens and paper for everyone if appropriate. Providing water or having a hot drinks facility available would likely make the meeting more comfortable for participants and reduce the likelihood of
The purpose of an agenda (weighting 5% of the total mark)
Productive, valuable, and engaging meetings require a clear goal, an open dialog, and a strong leader. Key to this is a well constructed agenda prepared prior to the meeting. An agenda should act as a guide to attendees letting participants know the meeting objective and what to expect. An agenda aims to direct the meeting by providing topic prompts, a running order and proposed time allocation for relevant discussions. When agendas are provided in advance, participants can prepare themselves for the meeting. A well constructed agenda will make a meeting more efficient and productive.
How to prepare prior to a meeting (weighting 10%)
When considering or preparing for a meeting the following points should be considered for a successful outcome:
1. Decide if a meeting is needed and invite only the necessary people. Knowing how to prepare for a meeting is important, knowing when not to have a meeting is equally important.
2. Identify what type of meeting is most suitable depending on the overall objective:
Informative - Relaying a head office communication.
Creative - Developing new ideas and concepts.
Decisional - A discussion which leads to an agreed way forward.
Motivational - An opportunity to commend or inspire in order to influence behaviour.
3. Ensure the environment is suitable. A suitable environment will depend on a number of factors; the type of meeting (as stated above), the number of participants, the length of the meeting and the location of the meeting (on-site of off-site). Once this is determined basic items should be in place. Booking the suitable room or venue. Ensuring the correct number of chairs and tables before the meeting begins. Provide pens and paper for everyone if appropriate. Providing water or having a hot drinks facility available would likely make the meeting more comfortable for participants and reduce the likelihood of