Personal Efficiency and Managing Meetings Training Course

Understanding Ourselves and Others

• Awareness that requesting others’ attendance at a meeting is an imposition of our own priorities on them
• An exploration of what drives our behaviour
• Reflecting on how our behaviour impacts others: Do they consistently respond as we expect or as they should? If not, why…?

The Process for Managing Meetings

• Assessing the necessity of a meeting, considering alternatives, and determining if any are more preferable
• The workflow for convening, conducting, and preparing for meetings:
  • Developing a meaningful agenda that covers objectives, topics, and suggested timings
  • Inviting only the relevant individuals—no one else
  • Conducting the meeting: ensuring contributions are relevant (while distinguishing between relevant and irrelevant inputs), sticking to the agenda, and managing time effectively
  • Generating outcomes: not necessarily detailed minutes, but at least clear action points
  • Scheduling follow-up meetings

Attending Meetings

• Evaluating the need to attend every meeting to which you are invited
• Determining the criteria for deciding whether (or not) to attend a meeting
• Identifying valid reasons for declining attendance
• Understanding other permissible actions during a meeting, such as managing attendee engagement, subject matter, and timings

Other Personal Efficiency and Time Management Issues

• Setting and maintaining personal and professional objectives
• Work Prioritisation
  • Determining what tasks need to be completed
  • Prioritising these activities effectively
• Employee-Imposed Time: A reflection on whether staff and colleagues are working for you, or if you are working for them…
• Time Bandits: Identifying other factors that steal your time and how to address them
  • E-mails
  • Telephone calls
  • Unplanned interruptions
  • Displacement activities: procrastination…
  • Other distractions…
• Effective Delegation
• Assertiveness: Seeking compromise and learning to say “no” effectively