Khaled A. Anter

Start at 9:00 am, End at 2:00pm

Breaks at 10:30am, 12:00pm

Phones silent please/no phone calls in class

No politics, religions or sport debates

Share your experience

Relax & have fun

Ground rules

What does a meeting mean to you?

Describe your typical meeting to us, plz.

Do you believe there is more?

What Makes a Meeting Work?

How to Get Good Results from a Meeting?

How to Support the Process of Working Together?

Training Objectives

Chairperson

Facilitator

Minute keeper

Participants

Meeting’s hierarchy

Determining essentiality (why)

Planning a meeting

Invitations & attachments

Preparing agenda

No. of Attendees & network

Acknowledgements

When, where & how

Setting the venue

1. Before a meeting

Start on time (reward commitment)

Brief introduction & welcoming

Set ground rules

Refer to previous meeting

Announce the agenda

Announce objectives

Assign supporting roles (if any)

Focus, focus, focus

Finish before your time

2. During a meeting

Review conclusion

Review minutes

Set action plans & details

Announce next steps

Verify communication portals

Highlight accomplishments

3. At the end

#1: Facilitation

Facilitation isabout creating

a space inwhich peoplecan empowerthemselves.

—Dale Hunter

The term facilitator comes from the Latin word facere,

which means “to do” or “to make easy.”

Main part of a planning initiative

Promoting a “flow”

“how a group will work together”

What is facilitation?

Neutral

Prepared

Knows his audience & their group dynamics

Knows all the answers

The good facilitator

#2: Minutes

By having aclear, complete

record of the meeting’sevents, you can be sure thatthese decisions won’t just beforgotten when you turn outthe lights and lock the door.

—Jenette Nagy &Bill Berkowitz

What Are Minutes?

Why Should a Team Take Minutes?

What Are Different Ways to Take Minutes?

What Should Be Included in the Minutes?

Minutes

Sit next to the chairperson, if possible

Remain neutral in your documentation

Be as clear and concise as possible

Don’t try to write every single word unless the exact wording of a statement is important

In case of important decisions, review

Archive the Process

Some Tips for Taking Good Minutes

The mind is nota vessel to befilled, but a

fire to bekindled.

—Plutarch

“The highly individualized ways we take in, process,

and organize information” Roger Smith

Is the natural channel we use to learn most quickly, easily, and effectively

There is no right or wrong style to use, and the key to maximizing learning

Understand and respect differences and to offer opportunities

What are learning styles?

Models

The secret ofeducation is

respecting thepupil.

—Ralph Waldo Emerson

Identifies three styles of learning based on the

sensory input favored — visual, auditory, or kinesthetic/tactile.

The keys to identifying is to listen closely to their language.

The VAK model

Feeling, watching, thinking, or doing.

People use all the styles to learn, they differ in which style they prefer to begin and continue.

Activists (or Accommodators) learn by doing.

Reflectors (or Divergers) learn by watching and reflecting.

Theorists (or Assimilators) want to understand by creating models.

Pragmatists (or Convergers) want to know the practicality of a new idea

David Kolb’s model

Eight different faculties that are valued within any given

culture.

Musical Intelligence

Bodily / kinesthetic intelligence

Logical - mathematical intelligence

Linguistic intelligence

Spatial Intelligence

Naturalistic Intelligence

Interpersonal intelligence

Intrapersonal intelligence

Multiple intelligences

Using Learning Styles

Plan events and group activities

Produce written materials and documents

Review your writers’ use of learning style “words”

Match tasks and positions to people’s strengths

Mix extroverts and introverts

Model appreciation of different strengths and gifts

Pay attention to cultural differences in learning styles

Don’t make the assumption

Using Learning Styles

Minimizing Barriers to

Learning

Voluntary participation in learning

Mutual respect among participants

Collaborative facilitation

A practical and systematic approach to teaching and learning

The necessity of critical reflection upon the breadth of life

A proactive and self-directed empowerment of participants.

Stephen Brookfield’s six leading principles of adult education

People with visual impairments

People with hearing deficits

People with mobility impairments

People with impaired cognition

Accommodatingparticipants with specific impairments

Stage One, Forming

Stage Two, Storming

Stage Three, Norming

Stage Four, Performing

Tuckman’s Stages

Brainstorming

Majority rule

Consensus

Decision-making strategies

Clear and consistent project goals

Acknowledgment of the value of group process and procedures

Effective meetings with engaged participants

Successful conflict resolution

Good communication networks

Appreciation of different leadership and communication styles

Agreed-upon group norms.

How to increase the efficacy of group decision making?

Rules of Orderis to assist an assembly to

accomplish in the bestpossible manner the

work for which it was designed.

—Gen. Henry M. Robert

Is a set of basic rules for conducting business at meetings.

Its purpose is to ensure fair, orderly, and prompt facilitation and equal opportunities for all group members.

The most popular set of parliamentary procedures is Robert’s Rules of Order. (over 125 years old)

Parliamentary procedure

1. The Agenda

2. Quorum

3. Obtaining the Floor

4. Motions

5. Voting

Specific Procedures inRobert’s Rules of Order

Thank you