Training Workshop on Facilitation and Meeting Skills 會議簡化技巧的訓練研討Presented by: Total Enterprise Management Division Hong Kong Productivity Council 由香港生產力促進局企業管理司撰稿(中文譯文僅供參考)Training Workshop on Facilitation and Meeting Skills 會議簡化技巧的訓練研討Presented by: Raymond Cheng, Principal Consultant Philippe Tang , Senior ConsultantTotal Enterprise Management Division Hong Kong Productivity Council 由香港生產力促進局企業管理司 首席顧問 Raymond Cheng 高級顧問 Philippe Tang撰稿Objectives 目的Aware of different stage of a meeting 認識會議的不同階段Understand the necessary skills for running an effective meeting 了解召開一個有成效會議的必要技巧Eradicate the disruptive behavior during a meeting 根除會議過程中的不良行為Course Content 課程內容Introduction 簡介Four Stages of an Effective Meeting 有效會議的四個階段Tips for Effective Meeting 有效會議的方法Course Content 課程內容Introduction 簡介Four Stages of an Effective Meeting 有效會議的四個階段Tips for Effective Meeting 有效會議的方法What is the cost of a meeting ? 一次會議的代價是什麼?Discussion 討論Why some meeting fail in Defond ? 為什麼有些會議在德豐開得失敗?Discussion 討論Problems with Meetings 會議過程中所出現的問題Feedback on Planning a Meeting會議計劃階段存在的問題 Not being informed about the meeting (e.g.the venue, time and purpose) in advance 未提前通知(如:會議地點, 時間和目的)Lack of information being provided in advance 事先未提供會議相關資料No common channel/method to inform the participants about the meeting 未以通常的方式通知與會人員Involve too many people in the meeting 與會人員太多太雜Select the wrong parties to attend the meeting 與會議無關的人員也被通知參加會議Feedback on Running a Meeting會議進行階段存在的問題Unable to focus on topic 離題 Talk in small groups 交頭接耳 No facilitator/leader to hold a meeting 無會議主持人 Poor time management(only starting time, no ending time being mentioned) 會議時間分配不合理(只有開始, 沒有結束) By shy to speak up 發言者不踴躍 Being dominated by one person in a meeting 一言堂 Answer phone call during a meeting 接電話Feedback on Closing a Meeting會議結束階段存在的問題No follow-up action being mentioned 未提及會議所議事項的相關跟進措施No one take the action items seriously 無人認真對待跟進項目No one review the progress of action items 無人督促跟進情況Decision change after the meeting 會議結束后, 領導改變主意.Course Content 課程內容Introduction 簡介Four Stages of an Effective Meeting 有效會議的四個階段Tips for Effective Meeting 有效會議的方法Four Stages of an Effective Meeting有效會議的四個階段Stage 1: Planning a Meeting第一階段: 會議計劃階段Stage 2: Opening a Meeting第二階段: 會議開始階段Stage 3: Running a Meeting第三階段: 會議進行階段Stage 4: Closing a Meeting第四階段: 會議結束階段Four Stages of an Effective Meeting有效會議的四個階段Stage 1: Planning a Meeting第一階段: 會議計劃階段Stage 2: Opening a Meeting第二階段: 會議開始階段Stage 3: Running a Meeting第三階段: 會議進行階段Stage 4: Closing a Meeting第四階段: 會議結束階段What questions you need to ask yourself before a meeting ?會前應該問自己哪些問題?Discussion 討論Questions to Ask before a Meeting會前提問Why we need to hold a meeting ? 為何開會 ? Is there a need for a meeting ? 有必要開會嗎 ? What type of meeting is it ? 開什麼類型的會 ? What you want to achieve in a meeting ? 會議的目的是什麼 ? Who should attend the meeting ? 誰應該參加會議 ? When will the meeting start and end ? 會議幾時開始幾時結束 ? Where should I conduct the meeting ? 在哪里開會 ? How are we going go run the meeting ? 怎樣開會 ? 1. Why ?2. What ?3. Who ?4. When ?5. Where ?6. How ?4Ps of Effective Meetings有效會議的4PPurpose 目的Planning 計劃Process 過程Participants 與會人員Purpose目的1. Information giving傳達信息2. Information taking獲取信息3. Problem-solving解決問題Three Types of Meetings三種類型的會議Purpose: to provide clear and complete information 目的: 提供準確完整的信息 The leader does most of the talking 會議主持人唱主角1.Information giving 傳達信息2.Information taking 獲取信息1.Problem-solving 解決問題Purpose: to seek data, ideas, facts, or opinions fromthe people at the meeting 目的: 向與會人員征求數據,意見,事實或觀點 The leader facilitates by encouraging discussion andasking open-ended questions 會議主持人通過鼓勵討論, 自由提問使會議卓有成效Purpose: to develop a plan that will solve the problem 目的: 擬定能解決問題的方案 The leader provides necessary background information and participants suggest ideas and explore 會議主持人提供必要的背景信息, 與會人員提出 建議, 以探討方案的可行性.Who should be selected to attend the meeting ? 哪些人應該參加會議 ?Discussion 討論Participants與會人員The best guideline is to have the smallest numberof appropriate people 最好的原則是讓最少的最合適的人員參加會議 Consider the following when selecting participantsfor the meeting 選擇與會人員時, 考慮如下問題:Who can offer help on this problem ? 誰能對解決此問題提供幫助 ? Any subject matter expert ? 是否有行業專家 ? Who should be involved in this subject ? 誰與此問題有關 ? Who has or needs information on this problem ? 就此問題,誰有信息?Whose authority or support do we need ? 我們需要誰的許可與支持? Participants與會人員Planning計劃The Agenda Rule 會議日程原則The Temporal Integrity Rule 臨時性與完整性原則The Rule of Sixths 六分制原則The Rule of Thirds 三分制原則The Minute Rule 會議記錄原則The Lobbying Rule 會前整理自己的思路Planning計劃The Agenda Rule-Discuss what have stated in the agenda 會議日程原則-討論日程議題The Temporal Integrity Rule-Start and finish on time 臨時性與完整性原則-準時開始, 準時結束The Rule of Sixths-1/6: past agenda and follow-up 六分制原則 - 1/6 回顧與跟進- 1/6 Future items- 1/6 未來計劃- 2/3 Current agenda- 2/3 當前日程 The Rule of Thirds-Start up , heavy work and Decompression period 三分制原則-開始, 正題和休息The Minute Rule-Agenda relevance 會議記錄原則-與日程相關資訊The L