Meeting-Management Checklist

10441926_10152983679835832_4185977024467487670_nMost of us have learned how to run meetings by osmosis—by watching another person, who, in turn, learned by watching someone else. This method of learning would be valid if the observed processes worked.
The purpose of this article is like suggestions that will help foster the effective management of meetings.
In general  all meetings have specific purposes for being held and specific tasks to be performed by the participants. These meetings are effective only when the participants clearly understand the type of meeting they are holding and then make sure they accomplish the tasks associated with that type of meeting. The different types of meetings conducted in organizations are as follows:
Informational. The purpose of this type of meeting is to disseminate data and facts as well as decisions and policies made by people or groups in the organization senior to those holding the meeting.
Validational. This type of meeting is held to announce a previously made decision. In general the informational flow here is primarily from top to bottom.
Planning/Strategizing. The purpose of the planning/strategizing meeting is the  action plans for the work group in attendance.
Problem Solving/Decision Making. The objective of this type of meeting is also the generation of action plans, but the time factor considered is short (one day to six months), and the focus is on day-to-day business rather than on long-range planning. The conversational flow is from peer to peer or interactional.
Staff Conferences. This type of meeting is held to ensure the progress of action plans generated in planning and problem-solving meetings. Progress reports are provided, a full expression of opinions is solicited, and coordination of disparate actions is achieved. The flow of conversation is from peer to peer and interactional.
Feedback/Evaluation. The purpose of the feedback/evaluation meeting is to assess progress in accordance with the schedules set forth in previous planning and/or problem-solving meetings. Organizational and/or personal performance is the focus.
Training. This type of meeting is held to educate the staff. The goal is to expand the knowledge, improve the skill, or change the behavior/attitudes of the participants so that they will perform in their jobs more effectively.
Celebrational. The celebrational meeting is held so that the participants can enjoy being together, relax, and have a good time.

Let’s have a look what are the kinds of tasks to be performed and those who should perform them for each type of meeting …

Meeting Type Tasks Task Performer
Informational Disseminating information Information holder
Listening Participants
Questioning for clarification Participants
Validational Disseminating decisions Decision maker or a
representative of the
decision maker
Listening Participants
Presenting action assignments Supervisor
Assenting/dissenting Participants
Planning/Strategizing Identifying the problem/issue Decision maker
and Developing data Participants
Problem solving/ Generating alternatives Participants
Decision Making Selecting a solution Decision maker
Planning action Participants
Presenting action assignments Supervisor
Staff Conference Developing data Participants
Identifying progress Decision maker/participants
Identifying the problem/issue Decision maker
Generating alternatives Participants
Selecting a course of action Decision maker
Planning action Participants
Presenting action assignments Supervisor
Feedback/Evaluation Developing data Participants
Identifying the problem/issue Decision maker
Generating alternatives Participants
Selecting a solution Decision maker
Planning action Participants
Presenting action assignments Supervisor
Training Presenting the concept Trainer
Listening Participants
Experimenting Participants
Celebrational (As appropriate) Participants
Tasks to Be Completed In Meetings

Here is a checklist by which the meeting manager can plan and execute a well-designed, properly structured meeting. So what we need? Let’s have a look…

Advance Preparation

  1. Set the agenda and post a meeting notice.
  2. Designate the meeting topic.
  3. Designate the meeting type and the attendees.
  4. Specify expectations.
  • You may also need to:
    Set the activity-level standards.
    Decide on the attendees’ responsibility regarding functional role.
    Identify resource people.
  1. Assign any necessary prework.
  2. Establish and secure a base of information.
  3. Make the logistic arrangements.
  4. Space
  5. Time
  6. Seating
  7. Materials (audiovisual equipment, etc.)

Meeting Dynamics

  1. Opening Phase—Defining the Task
  2. Convene the meeting.
  3. Introduce the participants (if necessary).
  4. Reinforce/change expectations.
  5. Reinforce participation and norms of representation.
  6. Introduce the resource experts.
  7. Identify the problems/issues that will not be dealt with during the meeting.
  8. Present the time schedule.
  9. Middle Phases—Application of Energy and Consolidation
  10. Test issue formation and understanding.
  11. Reiterate the decisions that are made.
  12. Monitor pace.
  13. Closing Phase
  14. Evaluate the progress that has been made.
  15. Assign tasks.
  16. Establish a means for dealing with unfinished business (such as
    including it in the agenda for the next meeting).

Follow-Up Documents to Be Produced

  1. Minutes
  2. Action-plan summaries
  3. Individual action-assignment sheets
  4. Action-review reminders
  5. Completion reminders
  6. Appreciation/recognition notes

And of course the meeting should start and finish on time. Know with who you will have meeting. Keep in mind the 5p -proper preparation prevents poor performance.

proper-preparation-prevents-poor-performance

Have a great day,
K.

 

How to overcome the great fear of public speaking

10670099_10152807622550832_777131569129329599_nI see you are worried, but I don’t see why. The room is full! The key to success in any presentation is preparation, so include rehearsals. Never deliver a speech without  being prepared, without notes (even if you don’t use them) or without having done it before. These three elements will give you a sense of confidence – one of the most important things for a good presentation. The most important thing especially when we talk about presentation to an audience is to be yourself, and to be sure in your message if you believe in what you want to do , to say, to deliver, than your message is authentic it is real!As you know I had lead trainings in front of different groups and peoples, but I have always been myself. Be honest and people will believe you – when you give to the people information and emotion – something real, which they can take with them, this is what make you different and people will remember you. When you have real message in your head and your heart, definitely you will present yourself very very well. Well prepared speech is 90% delivered speech. What is the preparation in this case? – to make up your thoughts and your ideas and to try to give them to the audience in the best way as you can…
Even if you are not a fan of formulas, the most easily, memorized plan for a presentation preparation consists 6 steps addressing important issues.
Step 1.:Why? Define your goals: to inform, to convunce, to entertain, to engage, to sell, to present …?
Write a goal presentation ( formulated it in one sentence);
Use it to be focused from very beginning and during the planning process, to keep you from straying the goal.
Step 2.:Who?Analyze your target audience. Learn everything you can about the people in it.
What do they know about the topic?Nothing? Are they experts?
Why are they there? Voluntarily or not?
What is their attitude? Friendly, hostile, prejudiced?
What are their expectations? Information, entertainment?
How many people will there be? A small group? A huge crowd?
Step3: Where?Get to know the venue. Visit in advance, if possible.
What is the exact location?How much time do you need to get to it? Parking problems?
How big is the actual room?
What is the room arrangement? Is there a stageor a podium?
What audio-visual equipment will be available? A microphone? A screen? Projectors?
Step4: When?Be informed when you’ll speak, for how long and under what circumstances.
What time of day?Right after lunch, supper?
How long is your presentation?
Who/What os before and after you in the program?
Step 5.: What?Collect, select, organize and structure your material.
Draw a mind map of everything you think of the topic.
Don’t attempt to talk about everything. Make a list of thigs you should, would like to and can include.
Organize and structurw your materials logically for smooth flow.
Use visual aids to complement your presentation.
Step 6.: How? Perfect your presentation through rehearsals and practice.
Transform the content and structure into useful notes to speak by.
Plan your movements, gestures, voice, eye contact and vocabulary.
Perform your presentation more than once before each important event.

It’s clear – a presentation is a communication exercise. The clasic structure has three main parts: a beginning, middle and an end. It seems obvious but it’s surprising how many speakers ignore it.
The beginning, or the INTRODUCTION,
could consist of the following (more or less in this order):
– Some introductory comments ( “I am happy to be here with you”.);
– An element attracting interest or attention (nothing shoking though);
– Duration of speech ( How long they will have to suffer);
– Presentation of cause or purpose;
– A general outline or a road map (What you will talk about, include topics, their order and preference for question time);
The middle, or the BODY, could consist of the folowing ( in any logical order):
– A general view of the context or history of the subject (why we did that research);
– Main points ( procedures, problems, results, facts, data);
– Discussions (for/against, advantages/disadvantages, before/after);
– Examples to keep attention and for clarity (jokes, analogies, images);
– Visual aids – tabkesm graphs, drawings, photographs, diagrams.
The end, or the CONCLUSION, could contain (more or less in the same order):
– An owerview (what you said);
– Conclusions(which should logically be drawn from the BODY);
– Recommendations (which should logically be drawn from the BODY);
– Actions (by the whom and when);
– Final words (what you want to leave them with).
The main idea in sticking to the structure is to have a smooth flow of information and steady interest. In addition, there should be an inner structure, the most popular of which are: Pros vs Cons, Cause and Effectl Sequence of Events (chronological);
One of the main rules when speaking to a group of people is that it’s not so important what you are saying, but how you are saying it.
Don’t forget your best visual aid. That’s right, it’s you! Think about it, you are, audible – animated.

Do not understimate the visual influence you can have during your presentation. the wise application of means is part of the process of turning you into a successful speaker. Improving your choice of vocabulary, body language, tone of voice, gait, gestures – all that requires planning and practice.
Follow the advice below and add your own ideas to bring a personal touch to the list.
Vocabulary:
– Use “pure”language, not long words, by no means jargon or technical vocabulary;
– Be specific not vague, use numbers, dates and details;
– Create images – by analogies, funny stories and colorful examples.
Voice
– Speak loud without hesitation, clearly and articulately;
– Change your tone of voice, pitch and spectrum.
– Use stress and emphasis.
Speed
Do not speak too fast, too slow or with the same speed the whole time;
– Change the course of speaking to have time for the material;
– Make pauses to achieve effect, to think ot to let the audience think.
Gestures
Use your hands, face and body while you stand or move around;
– Look natural, relaxed and confident (even if you are not).
– Avoid all and any boring snobbishness.
Eye Contact
Look at your audience;
– Don’t glue your eyes to the notes, just have aquick and discreet look at them(on your slides as well);
– Focuse on certain people only rarely.
Space
– Avoid barriers (tables, podiums) to look friendly;
– Move around, but don’t loiter about.
– Vary the spots from where you speak.
Don’t forget!
The key to success in any one presentation is preparation. It is no wonder that the American, Dale Carnegie, a remarkable speaker and a true guru
of public speaking, said:”He who fails to prepare, prepares to fail.”
K.