chairing meetings - communication skills training
DESCRIPTION
These materials come from a recent training session that involves group discussion on the factors that make these meetings more effective for members of trade associations.TRANSCRIPT
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Chairing and facilitating working group meetings
Communicating Europewww.communicatingeu.com
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How we manage the business through working group meetings
The session will involve group discussion on the factors that make these meetings more effective for members
• Planning - business objectives, analyse audiences, tactics• Content - plan interventions, frame messages • Management skills - ability to chair, set direction, get to
decisions• Personal skills - assertive and inclusive communications • Behavioural competencies – communicating and influencing
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Trainer - Andrew Manasseh• 25 years in training, business
development and staff management for British Council
• Management and communication skills training for corporate clients in Europe, Asia, Middle East
• Brussels Clients: CEFIC, EURIMA, EACB, European Climate Foundation, EWEA, European Investment Fund, European Investment Bank, AMCHAM EU.
Communicating Europewww.communicatingeu.com
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1. Planning
Set business objectives, analyse your audience, decide tactics
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Questions - planning
• How do we plan the business of working group meetings and technical committees?
• What management tools can we use to plan successful meetings?
• How we can we monitor / evaluate our performance?
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Example business objectives
Management Communication Trainingwww.communicatingeu.com
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Audiences – analysis and planning
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What do they care about?
Management Communication Trainingwww.communicatingeu.com
tactics
What do they think now?
What do they care about?
What do you want them to
think?
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Is your audience with you?
Management Communication Trainingwww.communicatingeu.com
Positive but unfamiliar
Familiar & positive
Unfamiliar & negative
Familiar but negative
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Personality traits drive us
Management Communication Trainingwww.communicatingeu.com
• Dominant • Influential
• Steady• Compliant
I want results
I want recognition
I want relationshi
ps
I want reason
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Questions - planning
Task – in two groups, discuss one of the following questions and list your ideas
Group A What management tools can we use to plan
successful meetings?
Group B How we can we monitor / evaluate our performance?
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Output 1 Planning
What tools can we use?
How do we measure performance?
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2. Management Skills
Ability to chair, set direction, get to decisions
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Facilitating meetings
Objectives• Be able to facilitate team meetings to achieve
positive outcomes
Output• Develop an appropriate agenda and structure
for a meeting and manage group dynamics to achieve positive outcomes
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Management of meetings
•Moderating skills – introduction, framing the discussion•Set the big idea and make clear the objectives•Set the house rulesKick off•Review and check concepts and understanding•Ensure participation and manage the floor•Get to decisions and agree on actionDuring•Know when to conclude and how to wrap up•Acknowledge contributions•Emphasise the “take aways”Wrap up
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Questions – Managing meetings
Task – in two groups, discuss one of the following questions and list your ideas
Group A What factors make a difference during the meeting?
Group B How do we conclude and follow up so that members
are more actively involved?
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Output 2 Management
Group AChecklist for managing
the proceedings
Group BChecklist for follow up
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Good team leaders have a structure to meetings
• Are clear about their role• Lead confidently• Set the stage with context• Introduce panelists• Keep precise timing• State house rules to audience
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Manage the meeting
• Make your greeting professional• Refer to the agenda• Remind speakers of scope and timing• Take notes and summarise contributions• Seek decisions from discussions• Control the questions and answers
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Control the debate and questions • Know when to assert
control• Don’t let people dominate• Keep interaction lively• Summarise and probe• Keep on track
• Involve all participants• Let them address each
other• Summarise main point of
agreement• Field questions• Ensure that there is broad
agreement
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Closing the meeting
• Know when to conclude• Summarise what has
been agreed• Agree on follow up• Show appreciation
• Distribute minutes within 2 days
• Acknowledge contributors
• Follow-up decisions• Put unfinished business
on next agenda
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3. Personal Skills
Assertive and inclusive communications
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Effective communications• Structure and style of communication is appropriate for the situation and context
and takes full account of the needs/perspective of the audience.• Communication is concise, structured and focussed on key messages, and adds
value.• Complex issues are explained clearly, including under time pressure.• Listens carefully, checks out understanding and provides information wanted. Open
to others’ views and being persuaded.• Prepared to give unpopular messages and defend own position in face of
opposition, when required.• Well prepared for meetings/negotiations; anticipates problems but also able to
respond to the unexpected.• Persuasive: combines logic and reason with interpersonal sensitivity to persuade
others. • Seeks to create solutions which offer mutual benefits. Focuses attention on those
aspects which can be influenced.
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Questions we ask to help us assess performance
Skills & knowledge• Do you have the required
knowledge of regulatory affairs?• Are you up to date?• Do you know how to construct
clear messages for your members?
• Do you analyse the needs and attitudes of your members before designing your communications?
• Do you have the language skills to present and write clearly?
Behaviours• Do you have the self confidence
in your ability?• Are you in your comfort zone or
not?• Are you a specialist who is now
expected to be a grand communicator?
• Are you disciplined, organised and compliant?
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Verbal skills
Management Communication Trainingwww.communicatingeu.com
•Enunciate vowel sounds•Consonant sounds – voiced / unvoiced
Speak clearly
•Give the audience signals•Help to plant your messagesIntonation
•To emphasis key words / phrases•Louder, higher, slower!Stress
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Clear, precise messages
• What precisely is the central issue?
• To what degree does the audience understand the issues and terminology?
• What are the main ideas that need to be expressed and which issues can be left out?
• How do you structure the session?
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Personal communication skills
Watch the video
What techniques does he use to manage this difficult intervention?
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Management Communication Training
Next steps
What are you going to take away from this training?
1. What tools or practices will put in place?2. What skills will develop further by yourself?3. What skills will you ask support for?
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For more information about our training courses
http://communicatingeu.com/
www.linkedin.com/A Manasseh
twitter.com/andimanas
www.communicatingeu.com