Coordinating Other Services Module 3 Level 2 Meeting Preparation and Management

Materials Module 3 Level 2 Outline Handouts, as needed Pen or pencil Highlighters Post-its

Level 2: Meeting Preparation and Management Goal The recruiter will know how to prepare and effectively run a meeting. Objectives Participants will be able to: Identify what needs to be done to prepare for a meeting. Demonstrate the ability to apply strategies in running a meeting.

Agenda: Level 2 MEP Meetings Sample Meeting – Identify problems/solutions in facilitating a meeting. Planning a Meeting Assessment Think, Pair, Share

MEP Meetings In your Outline … write down types of meetings that are convened in the Migrant Education Program.

MEP Meetings Have you ever … Organized a Meeting Facilitated a Meeting Attended a Meeting

Sample Meeting Meet Dana Dana is facilitating a work group meeting.

Sample Meeting

What was Dana doing wrong in trying to facilitate this meeting?

Sample Meeting Each group will be assigned 1-2 of Dana’s meeting problems. As a group, identify several solutions to help Dana overcome that problem. Write these solutions in your Outline. For example Problem: Late to her own meeting. Solutions: Leave 30 minutes earlier than usual. Prepare everything ahead of time. If you are running late, call and let people know where you are and possibly reschedule the meeting to begin later.

Sample Meeting Problem/solution debrief

Planning: Before the Meeting 1. Plan Ahead – Clear objective. – Defined agenda. – Schedule meeting time accordingly. – Invite only people who contribute to the agenda items.

Planning: Before the Meeting 2. Be Prepared – Double check equipment, venue, handouts and presentation. – Rehearse presentation.

Planning: During the Meeting 3. Stick to the Agenda – Start on time and end on time. – Allow attendees to contribute ideas but do not let the meeting get out of control. – Appoint a person to take notes.

Planning: After the Meeting 4. Highlight Action Items – Disseminate the minutes document and highlight items that need further action.

Planning Plan ahead. Be prepared. Stick to the agenda. Highlight action items

Planning: Before the Meeting (Practice) 1. Plan Ahead – Clear objective. – Defined agenda. – Schedule meeting time accordingly. – Invite only people who contribute to the agenda items.

Planning: Before the Meeting (Practice) When you are finished, post your chart paper in the room. Choose a presenter to share with the group.

Planning: During the Meeting (Practice) There are two scenarios. Each scenario is printed on a different colored paper. Once the scenarios are passed out, pair up with someone not at your table who has your same scenario. Once you find your pair, wait for further directions.

Planning: During the Meeting (Practice) In these scenarios, you are the facilitator. Participants have strayed from the topic at hand. With your partner read through the agenda and the scenario on the sheet in front of you. Decide what you would say to the participants to bring them back to the agenda. Record on your scenario sheet. Be prepared to share.

Planning: During the Meeting (Practice) Now… partner up with someone who has a different scenario; and read your new partner your scenario and tell him/her what you would say to bring the participants back to the agenda.

Planning: During the Meeting (Debrief) Who would like to share their scenario and strategy for bringing participants back to the agenda? Debrief

Level 2 Assessment Please complete the assessment independently. When all participants are done, discuss answers with a partner; revise answers if needed. We will review as a whole group and you will grade your own.

Think, Pair, Share In your Outline, complete the following sentence: I think the most important step in planning a meeting is _______________________________________ because _______________________________________.