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MEETING MANAGEMENT
Learn and demonstrate the
ability to plan, prepare, conduct
and follow up on meetings.
2
MEETING MANAGEMENT
LEARNING OBJECTIVES
Meeting Management
Why is this subject covered?
Meeting management is a key soft skill that cluster staff need to
have to coordinate a variety of actions and actors.
How does this relate to my day to day tasks?
Cluster staff routinely hold meetings with different partners
(responding agencies, government, affected populations,
donors), to coordinate assessment and analysis, strategy
development, resource mobilization, and advocacy. Staff must
ensure meetings are purposeful and productive.
3
MEETING MANAGEMENT SKILLS
RELEVANCE
Meeting Management Skills
Programmatic Response
MEETING MANAGEMENT – CLUSTER ROLES
MEETING MANAGEMENTROLE PLAY
6
MEETING MANAGEMENTEXERCISE - OBJECTIVES
• Identify and address common cluster/humanitarian coordination challenges
• Share tips and best practices for addressing these challenges
• Discuss what can be done before, during and after cluster meetings to ensure more successful meetings
You are invited to
attend a cluster
meeting, at the Peace
House at Sloma City, to
support coordination of
an effective
humanitarian response
6Meeting Management
7
MEETING MANAGEMENTEXERCISE – ROLE PLAY INSTRUCTION
Meeting Role Play - Slomania• 9 volunteers:
1. Cluster Coordinator
2. Information Manager
3. WFP
4. FAO
5. Slomanian National Red Cross
6. Samaritan SLOCON (local, main NGO)
7. World Friendly Vision
8. UNDP
9. CRS The rest of us will be ‘co-cluster coordinators’
Meeting Management
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MEETING MANAGEMENTMEETING AGENDA
1. Share information and facilitate collaboration – Who is doing what where?
2. Agree on team to be sent to do a ‘joint’ rapid needs assessment in the Northern affected areas.
3. Agree on next steps to develop a joint emergency response plan
Meeting Management
9
MEETING MANAGEMENTEXERCISE – DEBRIEF ROLE PLAY
• Observers: What were the common coordination meeting challenges?
Coordinator: What were the meeting challenges?
• How well were the local actors integrated? (SLOCON, National Red Cross)?
• Identify good meeting management and facilitation practices
• Identify 1 to 2 things which would most improve this meeting
Meeting Management
10
BEFORE
• Prepare objective, agenda, attendance list
• Secure right attendees; personal contact
• Choose appropriate venue, time/date
• Send clear invites in advance
• Assign roles (co-chair, note taker, etc.)
• Ensure meeting is necessary, focused, and provides unique value
11
DURING:
• Lead the meeting (confidence)
• Review agenda and ground rules
• Guide using active listening, summary
• Balance agenda/timeframe with discussion/inclusion
• Avoid personal focus, arguments
Challenges Discussion off topic or agenda hijacked Participants do not contribute Large participant group Sensitive meeting topics Agenda overloaded Facilitation viewed as not neutral
12
AFTER:
Create and disseminate meeting minutes (incl. an action-points matrix)
Ask meeting participants for feedback Foster trust by following through on all
commitments Ensure that outstanding topics go on the agenda
for future meetings
13
MEETING MANAGEMENTDURING THE MEETING – DIFFICULT SITUATIONS
Meeting Management
Difficult Situation Tips
Discussion gets off track (derailing/hijacking agenda)
Post the agenda visibly, note the issue (parking lot), remind all of the meeting objective and redirect with a question, work behind the scenes (bilateral discussions outside the meeting)
People are not contributing Try to gauge why they are not participating, ask questions/comments (if appropriate), break into sub-groups, record inputs on a flip chart
Off topic issues If appropriate, ask to discuss at a different time and place and focus on the task at hand
Managing large groups Keep meetings short, break out in smaller groups
Sensitive topics Meet with main stakeholders beforehand, work deals out in private
Overloaded agenda Don’t try to do everything in one meeting (3 main objectives in 60 to 90 minutes), consider shorter meetings, help with team-keeping, parking lot
Facilitation when ‘not neutral’
Co-chair/co-facilitate, thematic sub-groups/working group meetings
Last resort: delay or reschedule the meeting until the issue is resolved
Why is this subject covered?
Meeting management is a key soft skill that cluster staff need to
have to coordinate a variety of actions and actors.
How does this relate to my day to day tasks?
Cluster staff routinely hold meetings with different partners
(responding agencies, government, affected populations,
donors), to coordinate assessment and analysis, strategy
development, resource mobilization, and advocacy. Staff must
ensure meetings are purposeful and productive.
14
MEETING MANAGEMENT SKILLS
RELEVANCE
Meeting Management Skills