Agenda, Objectives, Expectations

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Facilitating Meetings

• Agenda, Objectives, Expectations

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Was the Meeting Successful?
Process
Task
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Best Practices

• Facilitate resolution between conflicting parties
  between meetings
• On phone and face-to-face with principals before
  the meeting, Work out decisions bilaterally and
  work out agreements before meetings
• Lobby beforehand, get buy-in
• Know the players and their contact s
• Before meeting already know what is the outcome
  you want and have prepared the groundwork
• Disruptive participants lobby with HC and
  communicate with agency headquarters
• integrate rather than duplicate - Avoid
  duplication with existing coordination
  mechanisms,
• Software tools Microsoft Office Groove

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From the Guidence Naote

• Rationalizing meetings
• Sector leads are responsible for determining,
  together with those participating in the
• relevant sectoral groups, the frequency and types
  meetings needed. Sector leads should
• ensure that they do not make excessive demands
  for meetings, particularly where this
• concerns small organizations which have limited
  capacities to attend large numbers of
• individual sectoral meetings. Sector leads are
  responsible for ensuring that sectoral
• meetings are well managed and productive. In some
  cases, different sectoral groups may
• decide to meet collectively.
• Sectoral meetings should supplement rather than
  replace or undermine the Humanitarian
• Country Team meeting (at the country level) and
  to its equivalent at the district or
• provincial level. Establishing individual
  sectoral meetings at the district level should be
• determined by need rather than by a concern for
  creating a uniform structure.
• 13. The role of the Humanitarian Coordinator and
  OCHA at the country level

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• Interview key players looking for themes, areas
  of agreement and contention, working styles, and
  hidden agendas. This will help you gain a sense
  of what to expect, as well as giving you an
  opportunity to let the participants know what to
  expect
• Prepare objectives and a high-level agenda and go
  over them with the sponsor or other key players.
• Post agenda on large charts in a prominent place.
  Use them as a frequent reminders .
• Maintain Time Limits

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• Separate debate and idea generation (divergent
  thinking) is separated in time and psychically
  from idea evaluation and decision making
  (convergent thinking
• Put a stop to domineering, interrupting,
  put-downs.
• Keep a visual running group memory
• comments, ideas, discussion, agreements,
  thoughts, votes, and decisions

7
Is Humanitarian Reform Needed?

• What are your views?

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