Learning objectives :

• Identify unnecessary meetings and replace them with appropriate asynchronous formats
• Prepare for each meeting with a clear agenda to maximize its effectiveness
• How to Facilitate and Wrap Up a Meeting to Ensure It Delivers Real Results
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Course :

Session 1: Limiting Meetings
Too many meetings are held out of habit, not necessity. Participants work on identifying meetings they can do without, choosing the right alternative format for each situation, and declining unnecessary invitations without causing frustration.

Example of a tool : The alternative formats toolkit (voice notes, video messages, regular newsletters: tips on how to use each one and in which situations to prefer them over a meeting) + techniques for declining a meeting without offending the organizer.

Case Study : When faced with a series of routine weekly meetings, identify which ones can be replaced by an asynchronous format and suggest the most appropriate channel for each situation.

Session 2: Preparing for an Effective Meeting
A poorly prepared meeting is doomed to fail, both for the organizer and for the participants. Participants learn how to analyze and improve an invitation before accepting it, and how to establish a clear agenda for decision-making meetings.

Example of a tool : An invitation analysis grid (to evaluate and improve the title, context, objective, list of participants, and agenda) + a before/during/after sequence template to structure a collective decision-making meeting with clear milestones at each stage.

Case Study : Analyze, critique, and improve a real meeting invitation by identifying flaws in each of the key elements and proposing an improved version.

Session 3: Facilitating and Closing with Impact
Even when well-prepared, a meeting can go off track without effective facilitation. Participants will practice practical techniques to keep the meeting on track: opening the meeting to set the tone, giving everyone a chance to speak to prevent one person from dominating the conversation, encouraging participation from quieter members, and closing with clear action items and an actionable summary.

Example of a tool : The 4-step facilitation techniques (Start effectively: set the tone and align with the objective / Give everyone a chance to speak: avoid monopolizing the conversation and include quiet participants / Encourage participation: follow up, ask questions, summarize / Close with impact: concrete, accountable actions and deadlines).

Case Study : Practice facilitating a meeting in a simulated setting, applying techniques for opening, giving others a chance to speak, and closing the meeting, while receiving feedback from peers.