Meeting management offline/online/hybrid

The aim of the training is to provide knowledge on how to prepare, organise and conduct effective meetings and the related documentation process. It will also provide participants with useful knowledge on how to understand and manage the group processes that can be observed in a meeting, thus ensuring that staff make the best use of their time in meetings.

In addition to face-to-face meetings, the course will pay particular attention to the specificities of online and hybrid meetings and to the sharing and practising of skills for successful and effective meetings.

With the development of technology, the role of online meetings, whether for presentations or meetings, is becoming increasingly important in addition to the face-to-face meetings that were previously typical. For international companies and service centres with an active presence in Hungary, as well as for medium-sized Hungarian companies expanding into foreign markets, online meetings are playing an increasingly important role, not only in terms of cost-effectiveness but also in terms of pragmatism.

The aim of our programme is to build on the previous knowledge of the participants and together we will learn about the success criteria of face-to-face, hybrid and online meetings, the opportunities and constraints of the given medium, and the practical methodological tools to conduct successful meetings.

The course is interactive, based (also) on the participants' own examples - thus supporting the rapid integration of the knowledge acquired into everyday life.

The programme is recommended for all those who want to bring all issues raised to a calming conclusion within the timeframe of the meetings they organise and lead. For those who want the content to be presented in a format appropriate to the medium. Those who want to ensure that the participants in their meetings are happy to come to the meetings and leave with a good atmosphere, clear action plans and positive experiences, as well as results.

After the training, participants will be aware of the success criteria and pitfalls to avoid when holding meetings in person, in hybrid mode or online. They will learn how to structure the range of participants and the nature and quantity of the topics to be discussed, and what type of role and interpretation of roles is required for each type of meeting. Participants will learn how to appear in front of and behind the "camera", how to set up a slide show, how to engage and hold the attention of the participants, and what methodological aspects to take into account. How to lead the participants in a good atmosphere, while keeping efficiency and effectiveness in mind. Delegating companies will benefit from the fact that their staff will be more aware of the meetings and will be able to choose the most appropriate format and medium for the occasion, the task and the objective to be achieved, thus increasing the effectiveness of the time spent in the meetings.

The framework and main features of successful and effective meetings

• Characteristics of effective meetings
• Success criteria
• Possible meeting leader roles
• Moderator, facilitator or mediator? Main characteristics and differences
• Participants: compulsory and optional participants, selection - invitation considerations e.g. number, composition, quantity, characteristics, order of topics to be discussed
• Characteristics, specificities of face-to-face, ONLINE and hybrid meetings

Opportunities and constraints of the online space - what to look out for

• Prerequisites for effective online meetings
• Getting started, opportunities and limits to attracting attention
• Clarifying the agenda, roles, expectations and expected outcomes - with continuous involvement of participants
• Screen use: in what form, with what content?
• Professional and formal consistency of presenter and content - from a participant perspective
• The importance of participant interaction, addressing, engaging and maintaining attention - activity
• Questioning techniques and feedback tools
• When, on what basis and to whom do we give the floor?
• Diasor: methodological aspects: e.g. visual structure, text, images - internal proportions and typical mistakes to avoid
• Dynamics - how much time to spend on a topic
• Typical situations that may cause difficulties: e.g. how to guide your audience through a more complex message, what to do in case of a debate
• Closing, results, relevant administration - or what to do after the meeting?

The meeting as a process

• Preparing, setting the scene
• Identifying and inviting participants
• Preparing the documentation
• Setting the agenda
• Collecting and eliciting views
• Evaluation
• Agreement
• Closing
• Documentation
• Evaluation and follow-up

After the training, there is an opportunity for small group/individual consultation to analyse together the experiences gained in the practical application of the approaches and techniques discussed and to find solutions to the open points. This can take the form of individual/group coaching, guided workshops or counselling.

It is also possible to participate as an observer in a "shadow coaching" session / meeting held by the participant, followed by a detailed analysis and feedback. It is recommended to repeat this step every 2 to 4 weeks, in 2 to 3 rounds, in order to have the opportunity to test and fine-tune the suggestions discussed.