Introduction:
This advanced course on “Effective Meeting Facilitation” equips professionals with the skills to plan, organize, and lead productive meetings. Participants will learn how to engage participants, manage time effectively, and ensure clear decision-making and follow-up actions.

Course Objectives:

• Develop skills in organizing and leading efficient and productive meetings.
• Learn techniques for engaging participants and encouraging collaboration.
• Manage time effectively and ensure meetings stay on track.
• Improve decision-making processes and follow-up actions after meetings.
• Enhance communication and problem-solving during meetings.

Who Should Attend:
This course is ideal for:

• Professionals responsible for leading or facilitating meetings.
• Managers and team leaders looking to improve meeting effectiveness.
• Administrative professionals involved in planning and organizing meetings.
• Individuals seeking to improve collaboration and communication in meetings.

Day 1: Planning and Preparing for Meetings

• Defining the Purpose of the Meeting
  • Identifying clear objectives and desired outcomes.
  • Deciding whether a meeting is necessary or if other communication methods are more appropriate.
• Creating a Structured Agenda
  • How to develop an agenda that focuses on priorities and decision-making.
  • Allocating time to each topic and identifying who will lead each discussion.
• Preparing Materials and Participants
  • Ensuring all necessary information is prepared and distributed in advance.
  • Setting expectations for participants to come prepared.

Day 2: Facilitating Engaging and Inclusive Meetings

• Engaging Participants in Discussion
  • Techniques for involving all participants and encouraging input.
  • Managing dominant speakers and drawing out quieter participants.
• Creating a Positive and Collaborative Environment
  • Setting the tone for a respectful and productive meeting.
  • Handling difficult conversations and managing conflict during discussions.
• Using Visual Aids and Technology
  • Best practices for using slides, charts, and other visual aids in meetings.
  • Incorporating virtual meeting tools and technology effectively.

Day 3: Time Management and Meeting Flow

• Keeping the Meeting on Track
  • Techniques for managing time effectively and sticking to the agenda.
  • Preventing meetings from derailing or going off-topic.
• Facilitating Decision-Making
  • Guiding the group towards clear and actionable decisions.
  • Summarizing key points and ensuring consensus is reached on action items.
• Managing Meeting Energy
  • Recognizing signs of disengagement or fatigue and how to re-energize the group.

Day 4: Virtual and Hybrid Meetings

• Facilitating Virtual Meetings
  • Best practices for organizing and running effective virtual meetings.
  • Managing technology, participant engagement, and collaboration in a remote environment.
• Facilitating Hybrid Meetings
  • Techniques for ensuring both in-person and remote participants are equally engaged.
  • Addressing challenges of communication and collaboration in hybrid settings.
• Using Online Tools for Collaboration
  • Leveraging digital tools like Zoom, Microsoft Teams, or Google Meet for virtual collaboration.

Day 5: Post-Meeting Follow-Up and Continuous Improvement

• Documenting and Distributing Meeting Notes
  • Writing clear and concise meeting minutes or summaries.
  • Ensuring action items and decisions are clearly communicated to all participants.
• Follow-Up Actions and Accountability
  • Setting deadlines and assigning responsibility for follow-up tasks.
  • Ensuring accountability and tracking progress after meetings.
• Improving Future Meetings
  • Gathering feedback from participants on meeting effectiveness.
  • Continuous improvement techniques for future meetings.
• Final Wrap-up and Evaluation
  • Case study review of successful meeting facilitation.
  • Self-assessment and feedback session.
  • Developing a personal action plan for effective meeting facilitation.