RETORIKA - Tatjana Zidar Gale s.p.

Chairing meetings

(Become an adept chair who can guide people to a common decision)

 

PURPOSE

How do you cope with the rush of quick decision-making? Do you wish for more productive agreements? Are you looking for ways to make meetings more to the point by avoiding futile discussions and wasting precious time? We can help you to achieve just that.

You have surely been in a meeting where only a handful people were willing to contribute, and you can appreciate how difficult it is to coordinate the interests of all parties involved, find common solutions and reach strong agreements. The secret to your success lies in learning the skills needed to smoothly chair and moderate meetings, and reach a common agreement which can be applied in practice.

 

CONTENT


1. HOW DO WE USUALLY COMMUNICATE IN MEETINGS? 

  • How do we usually talk?
  • Dos and don'ts
  • We all have our own filters and maps of the world – what does it mean?
  • Advantages of using assertive communication and the I am ok, you are ok assumption


2. PREPARING FOR A MEETING

  • What information do I need as a chair/attendee to be efficient?
  • How do I prepare?
  • What is the purpose and what is the goal of the meeting?
  • What is my role?
  • What are the rules of the game?


3. BUILDING RAPPORT WITH INTERLOCUTORS

  • Building rapport and establishing the basis for communication among attendees
  • How to understand and be understood?
    • Explaining your understanding, your way of thinking and your point of view
    • Timing
    • Presenting facts
    • Enabling interlocutors to present their perspective of the problem
  • Two basic levels of a dialogue: understanding and evaluation


4. THE BASIC PRINCIPLES OF CHAIRING MEETINGS

  • What to do if participants do not observe the rules of the game (agenda, time, etc.)?
  • The level of arguments v. the personal level
  • Interests v. positions:
    • Putting the problem before the answer
    • Looking forward, not back
  • Don't try to change the interlocutor’s position, but rather try to find multiple solutions
  • Prove your point on the basis of objective standards


5. CHAIRING MEETINGS – TEAMWORK

  • First unite participants, then focus them, and finally engage them to find a solution together
  • Reaching a common goal
  • Creating list of actions (how meeting conclusions will be implemented in practice) and appointing a supervisor (who ensures that things are running as planned)


6. A MEETING AS A WELL MODERATED PROCESS

  • When to moderate meetings?
  • Meeting chair v. meeting moderator
  • Choosing suitable moderation techniques (analysing missing parts, the fishbone, the negotiation model, etc.)


GOALS – Benefits for participants

  • You will learn to communicate more efficiently in a meeting.
  • You will know how to prepare for a meeting.
  • You will find more about different types of meetings.
  • You will learn how to start a meeting, present and approve the agenda, and set the rules of the game straight so that the meeting can proceed in an organised and effective way.
  • You will learn how to chair meetings while paying attention to the basic elements of a meeting.
  • You will learn how to deal with problematic interlocutors.
  • You will learn various approaches to resume a meeting after a conflict situation.
  • You will be able to define goals clearly, recognise interests and positions of other participants, and form final decisions.
  • You will learn useful moderation techniques which will help you to reach agreements quicker and in a more efficient manner. 

Personal coaching and therapy

Contact

Phone:
+386 1 437 23 33
Fax:
(01) 437 23 33

Address:
҆martinska 68, 1000 Ljubljana