Personal Efficiency and Managing Meetings Training Course

Understanding Ourselves and Others

• Recognising that when we ask others to attend a meeting, we are imposing our priorities upon them
• Exploring what drives our behaviour
• Considering whether we are aware of how our behaviour affects others: do they always respond as we wish, and as they should? If not, why not…?

The Process for Managing Meetings

• Evaluating whether a meeting is necessary, exploring alternatives, and determining if any alternatives are preferable
• Managing the process for calling, running, and preparing for meetings:
• Creating a meaningful agenda that outlines meeting objectives, topics to be covered, and suggested timings
• Inviting only the necessary participants – and no one else
• Managing the meeting: allowing only relevant contributions (while carefully distinguishing between relevant and irrelevant input); staying on the agenda; keeping to time
• Creating outputs: not necessarily detailed minutes, but at least clear action points
• Arranging follow-up meetings as needed

Attending Meetings

• Determining whether attendance is required for all invited meetings
• Deciding whether or not to attend specific meetings
• Identifying valid justifications for declining attendance
• Understanding what activities are appropriate during a meeting in relation to attendees, subject matter, and timings

Other Personal Efficiency and Time Management Issues

• Setting and adhering to personal and professional objectives
• Work prioritisation:
• Determining what needs to be done
• Prioritising these activities effectively
• Employee-imposed time: Are my staff and colleagues working for me, or am I working for them…?
• Time bandits: What else steals my time, and what can I do about it?
• Emails
• Telephone calls
• Unplanned interruptions
• Displacement activities: such as procrastination…
• Other factors…
• Effective delegation
• Assertiveness: seeking compromise and learning to say "no" effectively