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Planning a Group Meeting
CHARACTERISTICS OF AN EFFECTIVE FACILITATOR: As chairperson, focus on the meeting's goals and objectives throughout the meeting. Most everything you say should serve that purpose. A written agenda and visual aids serve as reference points and help to reinforce your purpose. You will make your greatest contribution by asking questions. Questions help to stimulate thinking, navigate the direction of the discussion, and sidetrack irrelevant issues. Specific questions might be: "Where would that idea lead - What are the consequences?" and "Is this line of discussion consistent with our objectives?" IMPORTANT FACTORS IN PLANNING MEETINGS--VISUAL AIDS: Visual aids, such as flipcharts and transparencies help you establish a context for the meeting and have a longer lasting effect that just oral presentation. When you rely solely on oral communication, it is estimated that 80 percent of a message is often misinterpreted or forgotten entirely soon after its conclusion. IMPORTANT FACTORS IN PLANNING A MEETING--SEATING: Seating arrangements affect the tone and participation in meetings. The chairperson should be in a central position to facilitate governance of the meeting most effectively. In small meetings the manager should sit at the head of the table, and in meetings with 12 or more participants, in the center on the side. Seating around a rectangular or round table, or semi-circle arrangement, where all participants can have eye contact is generally best. For problem-solving and idea generating meetings, this seating arrangement promotes a team-like atmosphere. IMPORTANT FACTORS IN PLANNING A MEETING--ENVIRONMENT: The physical environment of a meeting weighs heavy on its outcome. Plan ahead to make this impact positive. For example, try to locate the meeting in a well-ventilated room, where distractions and interruptions are minimal and lighting and room temperature are comfortable. Use a wide table and place it in a central location so participants won't be cramped or tense. Copyright www.aeschwartz.com">AE Schwartz & Associates All rights reserved. For additional presentation materials and resources: www.ReadySetPresent.com">ReadySetPresent and for a Free listing as a Trainer, Consultant, Speaker, Vendor/Organization: www.TrainingConsortium.com/">TrainingConsortium CEO, A.E. Schwartz & Associates, Boston, MA., a comprehensive organization which offers over 40 skills based management training programs. Mr. Schwartz conducts over 150 programs annually for clients in industry, research, technology, government, Fortune 100/500 companies, and nonprofit organizations worldwide. He is often found at conferences as a key note presenter and/or facilitator. His style is fast-paced, participatory, practical, and humorous. He has authored over 65 books and products, and taught/lectured at over a dozen colleges and universities throughout the United States.
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Rise Above Cattiness Cattiness is something no one ever wants to be accused of doing. But the reality is, at one time or another you've probably engaged in it, and most likely, you'll do it again. Let Me Tell You a Little Story Once upon a time there was a businessperson who had the task of convincing an audience of the need for the business to plan better for the future. Instead of starting out with a spreadsheet and a long list of numbers he started with a story we all know, "The Three Little Pigs. Create A Better Impresion With Your Emails How do you come across in your emails?As I receive more and more requests for assistance by email, I also get more and more poorly worded or badly formatted emails.When you ask someone for help, or approach them for the first time, you will get a much better response if you word your initial contact carefully. 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