Transcript G5/CA/CIMIC/CIVIL AFFAIRS GROUP APPLICATION AND UTILITY
MEETINGS
May I have your attention please ??
CONCEPT
PURPOSE:
To provide the maximum visibilty of company activities
Facilitate information exchange within community
Establishing areas of mutual support and assistance.
STRUCTURED APPROACH
In order to get maximum output there must be effective information exchange
CONCEPT
CONSISTENCY OF APPROACH
Major source of info
Important to provide appropriate level of visibility
FREQUENCY OF MEETING
Needs to be flexible
AGENDA
Introduction
How to prepare ?
How to conduct ?
Suggested Format
WHAT KIND OF MEETING ?
MEETINGS
ATTENDANCE:
Construct a standard attendance lıst
Key target audıence
GUEST SPEAKERS
Subject matter experts
KEY TARGET AUDIENCE
IOS / NGOS may be one of them; Local Authorities
MEETINGS
CHAIRMANSHIP
Who is responsible for what ?
AGENDA
Always provide agenda if possible in advance
MINUTES
Avoid misinterpretation of key subject areas
HOW TO SET UP MEETING ?
Before The Meeting
Send minutes earlier Database(pers/proj) Cultural aspects Make a plan :
Resources (needs)
Power-Point
Room
Make a reservation
Size
Seating
Private rooms for bilaterals
Before The Meeting
Send information : Send agenda (calling note)
Transport arrangements
Time, date, place, location
Subjects, topics, objectives, aims
Limitations
Meeting character (ice-breaker, decision, arrangement, consensus, info-exchange / need or nice to know)
Level appropiate??
Participants, dress-code, RSVP
Before The Meeting
Media arrangements
Security
Logistics (food, drinks)
Prepare additional information
Progress since last meeting
Interpreters needed/ info
Conduct The Meeting
Formal opening Welcome attendees Introduce yourself and attendees Confirm, agree upon agenda, add items Confirm minutes last meeting Check roles: Chairman Secretary Others
Conduct The Meeting
Check mandate, power, authorisation State rules, administrative remarks Speak one at a time Check attendees list Set time limits Breaks
During The Meeting
Keep process in mind: Questions, problems, issues, talking points Process, discussion, argumentation Results, outcomes, solutions, conclusions Follow agenda Decision techniques: Consensus (slow) Voting Executive decision (Fast)
During The Meeting
When escalation........”go to balcony” STEP BACK Collect information attendees Addresses Duty roster
End Of The Meeting
Any other business ?
Close your meeting Summarise Action list Make appointment for next meeting Agenda points next meeting Scheduling
End Of The Meeting
Sign decisions Everybody happy?
Said what he had to say Closing remarks (chairman) End positive Thank you....
Picture/Media Clean-up
After The Meeting
Prepare minutes, memorandum, translate them Report to your Boss (“hot debrief”) Follow up: Executive decisions (staffing) Action plan Evaluate your plan or performance Prepare next meeting Debrief interpreter
GOLDEN RULES
Stay calm in the face of criticism Be tactful Seek common ground Do not take an immediate stand Don’t make
Promises you can’t keep
Admission without authority Do not give away info about a third party Deconflict
Conflict = WIN-WIN attitude
Turn subjective problem into objective solution
Help people to communicate
Room arrangeements, microphones, table
STRESS REDUCTION KIT
BANG HEAD HERE
HOW TO USE THIS KIT :
1) Mount onto hard surface 2) Follow instruction printed within circle (above) 3) Repeat as necessary
MEETING SUGGESTED FORMAT
INTRODUCTION
GENERAL SITREP
OVERVIEW OF KEY CURRENT ACTIVITIES
OVERVIEW OF KEY CURRENT PRIORITIES
UPDATE/DISCUSSION
SUBORDINATE COMPANIES UPDATE/DISCUSSION
KEY INFRASTRUCTURE ASSESSMENT ISSUES
HUMANITARIAN ASSISTANCE ISSUES
MANAGEMENT UPDATE
FEEDBACK
ANY OTHER BUISINESS (AOB)
CLOSING REMARKS
MODEL ACT NOTES/MINUTE Notes of meeting No: ____ in relation to ___ __________ on ___/___/___ at am/pm in the _________ .
commencing at _____ held 2.
3.
4.
PRESENT Name Appointment/Organisation APOLOGIES Name Appointment/Organisation The notes of the previous meeting were: a) *agreed as accurate b) *agreed with the following changes
MODEL ACT NOTES/MINUTE The current position with respect to the following matters arising were confirmed: Issue Action By Whom At Date 6.
7.
Issues discussed during the meeting : The following actions were agreed: 8.
9.
Issue Action By Whom By Date Any Other Business: Date and time of next meeting Meeting to be held on ___/___/___ commencing at ______ am/pm.
Venue:- _____________________ / to be arranged
MODEL
ACT
NOTES/MINUTE 10.
11.
Circulation a) Action Addressees Those present/apologies b) Information Addressees - CO - Bde CIMIC - Others (specify) Post Meeting Actions and Bookings: a) Book meeting room and waiting rooms b) Order *Tea & Coffee/*Biscuits/*Sandwiches at ______ to be delivered to ________________ for _____ persons am/pm on ___/___/___.
c) Prepare and distribute agenda and action notes: * within 7 days * within 14 days * for next meeting * delete as appropriate
SUMMARY
Source of information Coordination with business environment Value to COMPANY activities information flow Coordination of activities