Facilitation and Effective Coordination Techniques in Meeting Management

Meetings are a critical component of professional environments, serving as a platform for decision-making, team alignment, and strategic planning. However, the success of any meeting depends heavily on how it is facilitated and coordinated. Facilitation and Effective Coordination Techniques in Meeting Management program, delivered by the Geneve Institute of Business Management, provides a structured approach to managing meetings through advanced facilitation methods and sound coordination practices. Participants will gain the tools and insights necessary to ensure meetings are purposeful, efficient, and outcome-driven.

Target Group

• Department heads and team leaders in public and private sectors.

• Administrative professionals responsible for planning and managing meetings.

• Executive assistants and office coordinators.

• HR professionals and organizational development staff.

Objectives

• Equip participants with facilitation techniques to manage meetings with structure and flexibility.

• Enhance planning and coordination skills to ensure productive outcomes.

• Understand participant behavior and manage group dynamics effectively.

• Improve documentation and follow-up methods to ensure actions are implemented.

Course Outline

• Fundamentals of Meeting Management

  • Understanding the characteristics of an effective meeting.

  • Differentiating between traditional and structured meetings.

  • Evaluating the necessity and timing of a meeting.

  • Identifying causes of meeting inefficiency.

• Role of the Facilitator in Organizational Settings

  • Responsibilities before, during, and after the meeting.

  • Key traits of a successful facilitator.

  • Neutrality and focus in guiding discussions.

  • Time management and handling interruptions.

• Pre-Meeting Preparation and Planning

  • Defining clear meeting objectives.

  • Creating a focused and actionable agenda.

  • Selecting participants based on relevance.

  • Preparing the venue and technical tools.

• Coordinating Roles and Responsibilities

  • Assigning duties to team members during the meeting.

  • Role of the secretary or note-taker.

  • Structuring contributions for balanced participation.

  • Managing conflict and keeping discussion aligned.

• Directing Discussion and Managing Dialogue

  • Opening the discussion with clarity.

  • Encouraging equal participation.

  • Handling disruptions and off-topic remarks.

  • Wrapping up and transitioning to decisions.

• Verbal and Non-Verbal Communication During Meetings

  • The impact of tone and clarity of speech.

  • Using body language to reinforce messages.

  • Interpreting participant reactions.

  • Active listening as a facilitation tool.

• Documenting Meeting Outcomes

  • Structuring meeting minutes accurately.

  • Capturing action items and recommendations.

  • Preparing a distributable summary.

  • Archiving records for future reference.

• Follow-up and Action Implementation

  • Linking meeting outcomes to operational plans.

  • Creating follow-up schedules for assigned tasks.

  • Communicating with relevant stakeholders.

  • Monitoring results and addressing gaps.

• Virtual Meeting Facilitation Techniques

  • Technical and organizational requirements for remote meetings.

  • Addressing communication challenges in virtual environments.

  • Online etiquette for participation and engagement.

  • Managing online dialogue with clarity and control.

• Assessing and Improving Meeting Performance

  • Tools to evaluate meeting effectiveness.

  • Leveraging participant feedback for improvement.

  • Indicators of facilitation and coordination success.

  • Applying lessons learned to future meetings.