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Collaborative Meeting Management Sample Agenda

Day One

Introduction

  • Exercise: Introduce Yourself
  • Workshop Overview

Overview of Meetings

  • Meetings and Outcomes
  • Cost and Value of Meetings
  • Types of Meetings
  • Approaches to Meetings
  • Phases of a Meeting
  • Roles and Responsibilities
  • Exercise: Hold a Meeting Part 1

Meeting Facilitation – Part 1

  • Core Practices for Facilitation
  • Core Facilitation Skills

Opening Phase of a Meeting

  • Tool: Facilitator Tool – Parking Lot
  • Greetings (Tool)
  • Introductions
  • Agenda/Logistics
  • Meeting Ground Rules
  • Exercise: Hold a Meeting Part 2

Work Phase of a Meeting

  • Content vs. Process
  • Work Processes
  • Achieving Meeting Outcomes
  • Tool: Brainstorming
  • Tool: Mind Mapping
  • Exercise: Mind Mapping
  • Tool: Collaborative Decision Making (DM)
  • Consensus​
  • Exercise: Consensus
  • Thinking Pitfalls
  • Two Levels of Decisions
  • D.C.I.D.E. Approach
  • Define Stage Steps of DM​
  • Tool: Plus/Delta​
  • Exercise: Decision Making – Define
  • Collect Stage Steps
  • Identify Stage Steps​
  • Tool: Write it! Say It! Slap It!
  • Dissect Stage Steps​
  • Tool: S/W/C Analysis​
  • Exercise: Decision Making – Dissect
  • Estimate and Plan Stage Steps

Day Two (1/2 Day)

Meeting Facilitation Practices – Part 2

  • Meeting Leader Characteristics
  • Learning Styles
  • Exercise: Learning Styles
  • More Core Practices for Facilitation
  • Tool: Multi-voting
  • More Core Practices
  • Tool: Process Checks
  • Exercise: Team Meeting

Work Phase Continued – Problem Solving (PS) Process

  • Levels of Problems
  • Tool: Level 1 – DCIDE Approach
  • Define Stage – PS Process
  • Exercise: PS – Define Stage
  • Collect Stage
  • Identify Stage
  • Tool: Affinity Diagramming
  • Exercise: Identify Solutions
  • Dissect Stage
  • Tool: Grid Diagram
  • Exercise: Problem Dissect (Grid Diagram)
  • Estimate and Plan Stage
  • Being a Problem Detective

Closing Phase of a Meeting

  • Tool: Decision List
  • Tool: Action Item List

Post Meeting Phase

  • Meeting Report
  • Resolve Meeting Issues

Pre-Meeting Phase

  • Define Outcomes/Processes
  • Select Participants
  • Designing the Agenda
  • Confer with Stakeholders

Meetings – Summary

  • Types of Meetings
  • Virtual Meetings
  • Exercise: Lessons Learned