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1、,Effective Meeting Management, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 2,Goals of this module,To discuss meeting management concepts and roles played by work team members to ensure effective meeting outcomes Teach you the tools and techniques of effec
2、tive meeting management To understand one of our critical differentiators in delivering to clients, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 3,Regardless of your role, you are judged on how you handle a meeting,Time Management?,Managerial / Leadership
3、Skills?,Executive Presence?,Problem Solving Capabilities?, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 4,We participate in all types of meetings,Kick-off Project coordination Programme update Close-out Briefing Coaching Mobilisation events Brainstorming s
4、essions,Steering group meeting Performance review Decision making Validation Gathering information Sales meeting , 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 5,Depending on the objectives, meeting require the right amount of presentation and facilitation
5、 skills,Source: How to Lead Work Teams: Facilitation Skills, Fran Rees.,Lecture / Presentation,Facilitating,Presenting,80%,20%,80%,20%,50%,50%,Decision making Problem-solving Brainstorming,One-way information sharing,Two-ways information sharing,Mobilisation, 2004 Capgemini - All rights reserved Xxx
6、/yymmdd - Effective Meeting Management, Author / 6,Meeting Roles, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 7,A minimum of three roles is required to run a successful meeting,Additional roles can be assigned Time Keeper Experts Decision Maker Observer “
7、Bad Guy” ,RESOURCES,FACILITATOR,LEADER, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 8,Meeting roles: Leader,“Owns” the meeting sets the objectives Determines the participants Provides support, information, and resources Sets the tone Encourages creativity
8、 Makes decisions Demand serious preparation, attention, and effort Set high, but reasonable and achievable expectations Speak in terms of “we” instead of “I” Make the team realize that the task is important, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 9,T
9、he meeting leader owns the content and output of the meeting,The meeting leader is generally the person who wants to know “the answer” Sets the objectives of the meeting Agrees attendees Provides support, information and resources Assigns accountabilities (As) if necessary Sets the tone Encourages c
10、reativity Makes decisions,Sometimes the leader and the facilitator are the same personbut it requires more rigorous facilitation, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 10,Meeting leaders behaviour: sets the tone,Demand serious preparation, attention
11、, and effort Set high but reasonable, achievable expectations Speak in terms of “we” instead of “I” Make the team realise that the task is important, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 11,Meeting roles: Facilitator,Guides the process Make it “saf
12、e” for everyone to participate Records group ideas and decisions Monitors time contract Brings team back on-track when needed Helps headline and clarify ideas Aids team performance Provides feedback, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 12,The faci
13、litator owns the meeting PROCESS,Adherence to ground rules Adherence to agenda especially timings Harnesses group activity Targeting quiet members of the team Calming extrovert members of the team Ensuring full participation from all members Makes it “safe” for everyone to participate Records any is
14、sues (e.g. Car Park), ideas and decisions,The facilitator is generally responsible for the smooth running of the meeting,The facilitator should not contribute to content, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 13,Facilitators behaviour: make the meet
15、ing successful,Guides the process Make it “safe” for everyone to participate Records group ideas and decisions Monitors time contract Brings team back on-track when needed Helps headline and clarify ideas Aids team performance Provides feedback, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effe
16、ctive Meeting Management, Author / 14,Meeting roles: Resource / Team member,Generates ideas and recommendations Adheres to the agenda Practices good meeting behaviours Completes assigned tasks Participates actively, 2004 Capgemini - All rights reserved Xxx/yymmdd - Effective Meeting Management, Author / 15,The team members / resourcing are responsible for contributing positively,Come prepared with any information / data that may be required, have done backgro
