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Conference Planning - Coggle Diagram
Conference Planning
But planning meetings and conferences, like everything else in the organizational world, must meet certain criteria. There are a few steps to follow so that the result is really satisfactory.
8 most important steps for meeting and conference planning
The Course on Planning and Management of Effective Meetings offers the necessary tools to obtain the active participation of your team members in the meetings and choose the most effective methods to achieve the proposed objectives.
This high-level program helps you get the maximum potential of your team in meetings, which represents an increase in productivity and the achievement of the strategic objectives of the project.
The moderator should ensure that the meeting starts and ends on time and that all topics scheduled on the agenda are covered. Among other tasks, you must allocate time to intervene with the participants, limit them in case they extend in time or on unforeseen topics, cut interventions that are considered out of context and take important notes for the writing of a report that documents what happened. at the meeting.
- Define objectives, topics to be discussed and agenda
Defining the objectives of the meeting, the topics that will be discussed and the order in which they will be addressed is the responsibility of the person who calls the meeting, who is usually the leader of the work team.
- Evaluate the performance of the meeting
This can be done with a survey template. Participants can send by email their opinion on the development and the final result of the meeting. Some key questions may be:
How do you rate the overall result of the activity, from 1 to 5, and why do you consider it that way?
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- Make the objectives clear at the beginning of the meeting
In this brief presentation, it is good that the team leader makes it very clear that the agenda must be fulfilled and that the participants will not be allowed to ramble on other topics that, although they may be important, are not the ones to be discussed on this occasion
- Start on time and finish on time
Starting and finishing on time can be a bit difficult at first. As the meetings go by, the team will notice that their leader is punctual, accurate, and that meetings with him always start and end at the exact time. Faced with this type of leadership, everyone will strive to be punctual and will contribute to ensuring that this point is always met.
There are work teams that always function as a whole. They attend all activities together and do not start producing until all members are present. It is a commendable attitude, but not always practical.
- Restrict the use of unnecessary devices
An elementary rule that ensures productivity is to get team members to actively listen to those who speak. Therefore, during the meeting, any other distracting task should be avoided: checking email accounts, answering instant messages, making plans for lunch.
- Finish with an action plan
The last minutes of the meeting should be reserved for determining the action plan resulting from what was discussed and discussed. This includes assigning responsibilities and deadlines for execution. Who will do what and when?