Lisa Bacon LSA Midwifery Officer
Meetings Management –Chairing and leading meetings. • Based on best practice guidelines • Consider what -if any – changes you need to make to transform the way you lead/chair/manage your supervision meetings. • Acknowledge input from Suzi Cro – SEC LSAMO
What issues do you face with meetings management? • The impact of inefficient meetings management – what happens if you do not follow good practice in meetings? • The benefits of managing your meetings effectively • The four P’s of Productive meetings • Productive meetings need an effective agenda • Format of meetings • Conclusion and action points
What is a Productive Leader trying to achieve? • Common sense practices and understanding what barriers you face in using good practice • Identifying the issues and adapting the session/meeting accordingly? • Agreeing new ways of working that can be refined and adapted over time • Achieving significant and sustainable changes that free up your time
Four key stages in managing a productive meeting (Four Ps) • Plan • Prepare • Participate • Pursue • The four Ps of productive meetings are underpinned by the idea that the objective of the meeting dictates each stage of the process. • A meeting is not the only way to achieve your objectives.
What is good and what is less so about your current meetings? Small groups (5 mins) then plenary to flip chart and feedback to whole group
Considerations for an Effective Meeting (PLAN & PREPARE) • Who? • What? • Where? • When? • How long?
Roles • Identification of roles and joint responsibility for success • Chair • Minute/note taker – to include the purpose and use of minutes • Joint responsibility for success of the process
Identification of the skills required in: • Chair • Minute Taker • Participants
Skills of the Chair (PARTICIPATE) • Chair should be assertive and facilitative in order to control the discussion and ensure full participation • The Chair is responsible for the success of the meeting • Facilitative, assertive, flexible, impartial.
Statement Exercise • Look at the list of statements • Are the statements: • Vital to effective facilitation? • Harmful to effective facilitation? • Neither – just reflective of the style of the facilitator? • Work on the principle that a facilitative style of meeting leadership will promote discussion, ensure that each person who has something to say is enabled to do so and lead to an outcome that can be actioned.
The Agenda • Each agenda item should have a description, presenter and time assigned to it. • Consider starting with easier items first • Consider placing controversial items in the middle of the agenda • Finish on less important items • Use the agenda as an assessment tool at the end of the meeting • Beware AOB!
The Format “If you always do what you have always done – you will always get what you have always got!” • Rapid one to one • Standing meetings • Video conferencing • Meet in an informal setting (best suited for one to one) • Gallery meetings • Meet outside
The benefits of managing your meetings more effectively • Your supervision meetings will achieve more • Participants will follow up on actions • People will prepare more effectively • The quality of conversation in meetings will improve • Participation will improve/increase