PMM 6E Chp. 4 Flashcards
Designing the Meeting Experience
Needs Assessment
Creates the foundation upon which all decisions about the meeting are vetted and considered. It helps determine gaps or needs for stakeholders and guide subsequent decision making. This is a process of identifying stakeholder requirements to select methods, means, tactics, tools and approaches to solving problems.
Meeting History
Provides statistical information, demographic information and evaluative information. May be contained in post event report.
Gap Analysis
Builds the bridge between objectives and outcomes and documents what is necessary to span the discrepancy between what exists and what is desired.
Target Audience
Classified demographics, preferences, existing knowledge and skills and current attitudes.
Fragmentation
Audiences can be fragmented due to the meeting serving multiple audiences or the audience profile is quite diverse.
SMARTTER
Specific - who, what & when
Measurable & Meaningful - can be counted or labeled
Achievable yet challenging - personnel can attain this objective
Relevant - key stakeholders see value
Timely - time frame for achieving is clearly defined
Tied Together - connected to the goals
Economical & Efficient - cost effective and effort is within scope
Reported & Recognized - was this accomplished or not
A-B-C-D Method
A - Audience (who)
B - Behavior (what)
C - Conditions (how)
D - Degree of mastery needed (how much)
Meeting Environment
Space where people gather for a meeting. 3 aspects; physical, physiological, & psychological.
Room Sets
Configurations of the tables and chairs and reinforce communication flow. 3 categories; captivating, engaging, and communicative.
Communication Flow
Describes the way content or information moves between the speaker and the audience.
Face-to-face Meetings
Synchronously with all members of the meeting gathering at the same time and with people at the same site.
Virtual Meetings
Gather groups from separate geographic areas using the Internet. Also called Webinars, collaborative online meetings, video conferences or web conferences. Primary benefit is the opportunity to increase participation as geographic constraints are irrelevant.
Hybrid Meetings
Blend the benefits of face-to-face meetings and virtual meetings. combine in-person component with an virtual component. 4 forms; broadcasts, connections of remote office locations, meetings which include remote speakers, and meetings which connect multiple sites to a broadcast studio
Program Formats
Program components which can be produced in a variety of ways. Formats are the form, design, or arrangement of a program component. They address the delivery of the individual program components.
Learning Styles
Visual - preferred sense is sight/vision
Auditory - preferred sense is hearing
Kinesthetic - preferred sense is hands-on
