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How can you keep outreach meetings on track and avoid distractions?

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Outreach meetings are a vital part of engaging with your community and building trust and collaboration. However, they can also be challenging to manage, especially when you have to deal with distractions, interruptions, or conflicts. How can you keep your outreach meetings on track and avoid losing focus or wasting time? Here are some tips to help you plan, conduct, and follow up on your outreach meetings effectively.

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Nabwire Karen

EdTech | Storytelling Research | Child & Youth Safeguarding | Social Entrepreneurship

1 Define your goals and agenda

Before you invite anyone to your outreach meeting, you need to have a clear idea of what you want to achieve and how you will structure the meeting. Your goals should be specific, measurable, achievable, relevant, and time-bound (SMART). Your agenda should outline the topics, speakers, activities, and timings of the meeting. You should also include the expected outcomes, such as decisions, actions, or feedback. Share your goals and agenda with your participants in advance and ask them to confirm their attendance and prepare any questions or comments.

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Nabwire Karen

EdTech | Storytelling Research | Child & Youth Safeguarding | Social Entrepreneurship
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While preparing the agenda, there is often a need to over budget time depending on the nature of the outreach meeting. If it is an information session, the program may run smoothly as there are less discussions. If there is a voting involved, there may be an anticipation of longer discussions. The key is to have time management skills inorder to allow the participants to express themselves while still checking the clock.

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ADARSH SHARMA

Talks about Education | Partnerships | Founder Young Leaders India | Former Chairperson DYC | Governor's Award Recipient | University of Delhi | Management Role | Hiring Talents |Alma-Mater Gurugram University
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Before inviting participants to your outreach meeting, ensure you have clear goals and a structured agenda. Goals should be SMART (specific, measurable, achievable, relevant, and time-bound). Your agenda should detail topics, speakers, activities, and timings, along with expected outcomes like decisions or feedback. Share these with participants beforehand, confirm attendance, and encourage them to prepare questions or comments.

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Mohammad Kary

Business Development Manager
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Announce your agenda. Make it as simple as possible. Explain . Then allow a related discussion. Keep being consistent. It will make your life easier

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2 Set ground rules and expectations

At the start of your outreach meeting, you should remind your participants of the purpose and objectives of the meeting and the agenda items. You should also establish some ground rules and expectations for the meeting, such as respecting each other's opinions, staying on topic, avoiding personal attacks, and limiting the use of phones or other devices. You can ask your participants to agree on these rules and expectations and to hold each other accountable. You should also assign roles and responsibilities, such as a facilitator, a note-taker, a timekeeper, and a moderator.

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Nabwire Karen

EdTech | Storytelling Research | Child & Youth Safeguarding | Social Entrepreneurship
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During this session, the facilitator must ask the participants to agree with the rules. This alignment helps to build consensus when one breaks the rules as it is easy to forge forward with accountability. Write the rules down and make sure everyone can see them. Resist the urge to make exceptions and if so, the exception has to be a consensus opinion and not the facilitator's partiality. Be wise while dealing with seniors as they may interpret your sternness as disrespect.

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ADARSH SHARMA

Talks about Education | Partnerships | Founder Young Leaders India | Former Chairperson DYC | Governor's Award Recipient | University of Delhi | Management Role | Hiring Talents |Alma-Mater Gurugram University
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At the start of your outreach meeting: 1. Remind participants of the purpose and agenda. 2. Set ground rules: respect opinions, stay on topic, limit device use. 3. Have participants agree to rules and assign roles.

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3 Use interactive and engaging methods

One way to keep your outreach meetings on track and avoid distractions is to use interactive and engaging methods that involve your participants and keep them interested and motivated. For example, you can use icebreakers, polls, quizzes, games, case studies, stories, or demonstrations to introduce or illustrate your topics. You can also use breakout rooms, group discussions, brainstorming sessions, or role-playing scenarios to encourage your participants to share their views, experiences, or solutions. You should also provide feedback, recognition, or rewards for your participants' contributions and achievements.

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ADARSH SHARMA

Talks about Education | Partnerships | Founder Young Leaders India | Former Chairperson DYC | Governor's Award Recipient | University of Delhi | Management Role | Hiring Talents |Alma-Mater Gurugram University
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Elevate your outreach meetings with engagement techniques: 1. Incorporate icebreakers, polls, and quizzes to kick off discussions. 2. Utilize games, case studies, and stories to illustrate key points. 3. Foster interaction through breakout rooms, group discussions, and role-playing. 4. Offer feedback and recognition to encourage active participation. 5. Provide rewards to acknowledge contributions and motivate attendees. By keeping participants engaged, you ensure productive and impactful #outreach #meetings! #EngagingMeetings #InteractiveOutreach

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4 Handle challenges and conflicts

Despite your best efforts, you may encounter some challenges or conflicts during your outreach meetings that can derail or disrupt your agenda. For example, you may face technical issues, late arrivals, no-shows, off-topic remarks, dominant or passive participants, disagreements, or complaints. To handle these situations, you should be prepared, flexible, and respectful. You should have a backup plan for technical glitches, a clear policy for attendance and participation, a strategy for redirecting or refocusing the conversation, and a process for resolving or escalating conflicts.

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Nabwire Karen

EdTech | Storytelling Research | Child & Youth Safeguarding | Social Entrepreneurship
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Always over-prepare! Read beyond the required scripts, find out more about the session, and allocate time for reflection on best and worst-case scenarios. This will be a confidence boost and may help you remain calm when something goes off-tagent.

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5 Summarize and follow up

At the end of your outreach meeting, you should summarize the main points, outcomes, and actions of the meeting and ask your participants for their feedback and suggestions. You should also thank them for their time and involvement and remind them of the next steps or follow-up actions. You should also send a meeting summary or report to your participants and stakeholders within a reasonable time frame and include the highlights, decisions, actions, feedback, and recommendations of the meeting. You should also monitor and track the progress and impact of your outreach meeting and communicate it to your participants and stakeholders.

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ADARSH SHARMA

Talks about Education | Partnerships | Founder Young Leaders India | Former Chairperson DYC | Governor's Award Recipient | University of Delhi | Management Role | Hiring Talents |Alma-Mater Gurugram University
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Conclude your outreach meeting effectively: 1. Summarize key points, outcomes, and actions. 2. Solicit feedback and suggestions from participants. 3. Express gratitude for their time and involvement. 4. Recap next steps or follow-up actions. 5. Share a meeting summary or report promptly. 6. Monitor progress and communicate updates to stakeholders. By wrapping up meetings thoughtfully, you ensure clarity and accountability for all involved! #EffectiveCommunication #FollowUp

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Nabwire Karen

EdTech | Storytelling Research | Child & Youth Safeguarding | Social Entrepreneurship
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Be sure to pick a great venue. The distractions can be anything from wild animals, wind, noisy cars, music from a shop, or passers-by. It might be too hot, or too crowded or the room acoustics amplify echoes.

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How can you keep outreach meetings on track and avoid distractions?

1

2

3

4

5

6

1 Define your goals and agenda

2 Set ground rules and expectations

3 Use interactive and engaging methods

4 Handle challenges and conflicts

5 Summarize and follow up

6 Here’s what else to consider

Community Outreach

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How can you keep outreach meetings on track and avoid distractions?

1

2

3

4

5

6

1 Define your goals and agenda

2 Set ground rules and expectations

3 Use interactive and engaging methods

4 Handle challenges and conflicts

5 Summarize and follow up

6 Here’s what else to consider

Community Outreach

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