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Meetings bloody meetings: Learning Points At the end of this program, you will be able to recognise the characteristics

of a good meeting and discuss techniques to prepare for, structure and control meetings to make them more effective. 1. Meetings, if run effectively, are essential to managerial and operational decision-making. 2. Meetings spark new ideas and initiatives, defuse conflicts, solve problems and improve collaboration. 3. In order to organise effective meetings you must: Plan Inform Prepare Structure and control Summarise and record 4. Only meet if you need to. Before arranging a meeting, ask yourself: Why am I holding the meeting? Is there another way to handle the matter? Can you streamline a meeting or your involvement in it?

Meetings bloody bloody meetings: Learning Points 5. To be able to take informed decisions at a meeting: Make sure the right people are there Make sure all the necessary information is there 6. Your Agenda should be a brief that everyone can work from. The Agenda must make it clear: Why you are meeting and what you will be talking about What the purpose of the discussion is 7. When deciding the order of items on the agenda think carefully: Is it urgent or is it important? Deal with urgent items first Urgent items require a decision that day Set time limits to urgent items Important items require longer discussion Look for connections Order items logically

Meetings bloody meetings: Learning Points 8. Meetings go out of control if the chair does not: Control the subject discussed Control the people discussing it 9. In order to keep the discussion structured: State the proposition Produce the evidence Debate what the evidence proves Come to a conclusion Decide what action to take

10. Record action points as well as the main arguments to avoid going over old ground in later meetings as this: Helps make sure everyone understands Confirms responsibility for action points Creates a sense of achievement

Meetings bloody meetings: Learning Points 11. Minutes should include: Time, date, place, and chair Those present, those absent Agenda items discussed, and decisions Person responsible for action point Time meeting ended Date, time, and place of next meeting At the end of this program, you will also be able to Identify specific strengths and weaknesses of your own meetings. Devise an action plan to improve your ability to run effective meetings.