Lean Meeting Management

1 day

Streamlining meetings and maximising their effectiveness by utilising the principles of Lean Thinking

course code 1. 12

What is the course for

#1

Apply Lean concepts to meeting management in order to increase its effectiveness and to reduce meeting times

#2

Ensure the proper preparation, conducting and following-up of meetings

#3

Eliminate waste associated with meetings

Authoritative sources estimate that we spend a large amount of our time in meetings. The Wall Street Journal Europe states that  senior managers spend nearly 20 hours a week in meetings of various kinds, a figure that amounts to between 30 to 50% of their time. Looking beyond the numbers it’s clear that there’s less and less time spent “working” at high concentration levels, due to an overwhelming number of interruptions and meetings. Certainly, meetings represent a valuable opportunity to connect with colleagues, managers and collaborators to discuss important projects and initiatives face-to-face, but unless some basic guidelines are respected, this opportunity can easily turn into an event that is altogether counterproductive, costly, and frustrating.

Lean Meeting Management creates the ideal conditions for making meetings Lean and result oriented. As seen by many companies that have already adopted these principles with highly positive results, it’s possible to minimise waste even in managing meetings, reducing the time spent in meetings and maximising their productivity.

Goals

  • Apply Lean concepts to meeting management in order to increase the effectiveness and to reduce meeting times
  • Ensure the proper preparation, conducting and following-up of meetings
  • Eliminate waste associated with meetings

Addressed to

  • Executives and management
  • Middle Management
  • Office staff

Contents

The basis of an effective meeting

  • The different types of meetings
  • The predominant roles and factors at meetings
  • Prepare an effective agenda
  • Pre-meeting data gathering
  • Correctly estimate the duration of meetings
  • Respect for the rules and the importance of leading by example
  • Manage conflict during meetings
  • Handle delays in meetings

Lean meeting management's organisational and social aspects

  • Prepare and hold effective meetings: the GAP method
  • Create a clear, focused “statement” of the objective
  • Ensure that only the necessary people attend and that each and everyone participates
  • Promote an environment conducive to sharing (round robin)
  • How to define roles and assignments (RACI Matrix)
  • How to conclude a meeting
  • How to handle sources of distraction: phones, emails, off topic issues, interruptions, etc.
  • How to manage follow-up activities (action list, recall, alerts, rescheduling)

Lean meeting management applied to specific cases

  • Meeting System: frequency to maximise effectiveness of meetings (meeting system)
  • 121 and group Hansei as a motivation, guide and team building tool
  • The importance of visual management in streamlining meetings
  • How to maximise the effectiveness of a meeting (stand up meetings)
  • How to avoid meetings

You will experience

  • How to understand the real objective of a meeting
  • How to carefully prepare meetings
  • How to identify the content, agenda and objectives to be finalised
  • How to conduct a meeting while avoiding opposition
  • How to make the decisions made at a meeting truly effective.

Download the in-company training catalogue