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Leading Effective Meetings

Leading Effective Meetings. Using FORESIGHT to Plan, Facilitate, and Achieve Your Group’s Potential. Included in this Session:. Deciding why and when meetings are necessary Planning your agenda Preparing your group Using allocated time effectively Following up after the meeting.

neville-barker
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Leading Effective Meetings

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  1. Leading Effective Meetings Using FORESIGHT to Plan, Facilitate, and Achieve Your Group’s Potential

  2. Included in this Session: • Deciding why and when meetings are necessary • Planning your agenda • Preparing your group • Using allocated time effectively • Following up after the meeting

  3. Bad Meetings Cause… • Bad decision-making • Lack of buy-in • Conflict

  4. Essentially a Meeting is… • A forum for communication • An opportunity to build team unity • A chance to foster creativity • Group brainstorming • Problem solving

  5. Guiding Principles • What is the purpose of your group? • What are the unifying factors of group members? • Majors or career objectives • Interests or hobbies • What are group norms? • Formal vs. informal • Traditions or expectations

  6. Norms and Expectations • Attendance • Let members know what you expect (acceptable excuses for missing, how to notify you if they will have to be absent) • Promptness • Participation—encourage openness

  7. Other Useful Norms • No backtracking for people who are late • No cell phones • Establish a ‘five-minute rule’ • Rotate responsibilities • Criticize ideas, not people • Avoid killer phrases

  8. When to Hold a Meeting • Regularly-scheduled meetings can give a group structure and continuity, BUT… • Be sure you have a PURPOSE for meeting • Determining when to call a special meeting • Crisis situation • Leader transition • Before a big event

  9. Step 1: PLAN • Involve group members; people are more likely to consider something a priority if they have been involved in the planning process.

  10. Selecting a Meeting Time • Choose a time that’s appropriate for what you want to accomplish • If meetings are on a regular basis, stick to the same time and location

  11. Publicizing Meetings • Give at least a week’s notice, except for emergency meetings • Call or e-mail 1-2 days before to confirm date, time and location

  12. Creating an Agenda • Set objectives • “By the end of the meeting, I want the group to…” • Don’t try to cram too much information into one meeting • If possible, share the agenda with group members ahead of time. • Lets them know what to expect • Allows them to prepare

  13. Keeping Meetings Interesting • Use ‘spice items’ occasionally—birthdays, special accomplishments, announcements.

  14. Prepare the Meeting Space • Reserve a room • Make set-up arrangements • Seating • Temperature • Sound • Materials and refreshments

  15. Step 2: LEAD • During the meeting… • Involve everyone as much as you can • Make everyone feel needed and respected • Document group decisions • Examine body language for signs of disagreement • Summarize or ask follow-up questions to show that a speaker’s point was heard

  16. Getting Started • Start on time! • Give an overview of topics to be discussed • Introduce any guests

  17. Staying on Task • Advance the agenda gracefully • Keep committee business in committees • Stay focused on ACTION

  18. If a Meeting Gets Stuck • Politely redirect unproductive discussions • Examples: • “That’s a valid point, but doesn’t apply directly to this discussion. Perhaps we should schedule a separate meeting to address it fully.” • “It’s obvious there are some opposing views surrounding this issue. Maybe our time would be best spent working toward a compromise. Any suggestions?”

  19. Wrapping it Up • Assign, document, and follow up on action items • End on time!

  20. Step 3: FOLLOW-UP • Give recognition for work well done. • Be open to suggestions about improving meeting structure and effectiveness • Keep all members informed; provide minutes for those not in attendance.

  21. LEAD team • Peer Educators for Leadership Topics, like • Avoiding burnout • Time management • Goal-setting and Strategic Planning • DiSC leadership assessment • Contact LEAD team at leadteam@bama.ua.edu or 348-5036

  22. References • Chan, J. F. (2003) Academic Administrator’s Guide to Meetings. San Francisco: Jossey-Bass. • www.EffectiveMeetings.com

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