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Standards and Certification Training. Module A – Administrative A6. Productive Meetings and Appropriate Ballot Comments. REVISIONS. DATE. CHANGE. 1/31/14. First Edition. MODULE A COURSE OUTLINE. A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance

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Standards and certification training

Standards and Certification Training

Module A – Administrative

A6.Productive Meetings and Appropriate Ballot Comments


Revisions
REVISIONS

DATE

CHANGE

1/31/14

First Edition

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Module a course outline
MODULE A COURSE OUTLINE

A1. Tools and Resources

A2. Codes and Standards Products

A3. Membership Maintenance

A4. Honors and Awards

A5. Publishing Codes and Standards

A6. Productive Meetings and Appropriate Ballot Comments

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Learning objectives
LEARNING OBJECTIVES

At the end of this module, you will be able to:

  • Understand the ASME policies and procedures that apply to member conduct in meetings.

  • Use the information presented to hold more productive meetings.

  • Understand common individual and group pitfalls in meetings.

  • Gain insight into how to make the most of your ASME meeting.

  • Ensure that your ballot comments are in a constructive format.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


I productive meetings
I. PRODUCTIVE MEETINGS

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


How to hold productive meetings

Objectives

Agenda

Attendees

Procedures

Participation

Action

HOW TO HOLD PRODUCTIVE MEETINGS

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Advance planning
ADVANCE PLANNING

  • Why meet?

    • Give information

    • Get information

    • Drive action

    • Foster understanding

  • How and where to meet?

    • Face to face

    • Video conference

    • Teleconference

    • Web meeting

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Meeting attendance who should attend and why
MEETING ATTENDANCEWho should attend and why?

  • Stakeholder (affected by development of standard)

  • Special knowledge/ experience

  • Decision maker(s)/Regulatory agencies

  • Administrative personnel

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Meeting preparation
MEETING PREPARATION

  • Announce meetings in advance to encourage maximum attendee participation.

  • Agenda with time targets for each item

    • Distribute in advance

  • Plan and prepare advance materials

    • Pre meeting reading / background material

    • Preparation / assignments

  • Prior to the meeting, ensure that all required meeting materials are available and equipment is in working order.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Standards and certification policies and procedures
STANDARDS AND CERTIFICATIONPolicies and Procedures

  • CSP-10 Committee Meetings

    • selection of meeting location, requirements for meeting notices and locations and staff attendance.

  • CSP-34 Tape Recording of Committee Meetings and Teleconferences by members or officers is prohibited.

    • Only the secretary, who is a member of ASME's staff, may be permitted to tape under certain guidelines.

  • Procedures for ASME Codes and Standards Development Committees Section 6.2 Meetings.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Running the meeting timing can be everything
RUNNING THE MEETINGTiming Can Be Everything

  • Start your session on time

  • Control time: estimate time per agenda item but be flexible

  • Use well-defined short breaks to divide long meetings

  • Keep it short

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Running the meeting
RUNNING THE MEETING

  • Create a positive environment

    • “Your attitude determines your altitude”

  • Maintain an environment which is constructive, productive AND fun

  • Appropriate humor is good

    • If you need a lightning rod, YOU are it !

    • Use humor in good taste

    • Be aware of cultural differences

  • Society Policy 15.9 on Discrimination

    and Harassment

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Running the meeting participation is key
RUNNING THE MEETINGParticipation is Key

  • Encourage participation by all attendees

  • Promote and stimulate discussion

  • Focus on content not personalities

  • Assist participants in expressing ideas

  • Don’t talk down to or argue with participants

  • Keep discussion on track

    • Move unresolved items to a “Parking lot”

  • Sense tempo - Stay within allotted time

  • Handle all complaints

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Some common errors leader
SOME COMMON ERRORSLEADER

  • Lack of objectives, agenda, or planning

  • Loss of control (or no leader)

  • Too long — exceeded time limit

  • Wrong people

  • Few dominate meeting — lack of participation

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Some common errors participant conduct
SOME COMMON ERRORSPARTICIPANT CONDUCT

  • Tardiness and absenteeism

  • Not paying attention (are you sleeping?)

  • Over or under participation (don’t hog the floor)

  • Lack of preparation (homework - prepare notes)

  • Attacking leader/participants (professionalism - focus on information)

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Some common errors participant conduct1
SOME COMMON ERRORSPARTICIPANT CONDUCT

  • Side-tracking the discussion (ensure comments are relevant)

  • Overt and blatant negativism (find one good idea)

  • Fear of ridicule or embarrassment (set objectives)

  • Unclear on future actions (ask for clarification)

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Meeting wrapup

FINISH

MEETING WRAPUP

And in the end...

  • Review objectives to see if they have been met.

  • Review assignments — who, what, when

  • Discuss next meeting.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Post meeting evaluation
POST MEETING EVALUATION

  • As a result of this meeting, who is to do what, when? Review the Minutes to ensure the Actions are highlighted.

  • Gap analysis … Three part question

    • What should we do to improve our meetings ?

    • What should we not do ?

    • What should we do differently ?

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Ii appropriate ballot comments
II. APPROPRIATE BALLOT COMMENTS

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Ballot comments
BALLOT COMMENTS

  • Many of the same behaviors identified in meeting participant conduct slides apply to commenting on ballots.

    • Comments should be businesslike, not discourteous or unprofessional.

    • Comments should only address the items out for ballot.

    • Comments shall never be used as a tool to attack or belittle others.

    • Comments should avoid blatant negativism.

  • Comments posted on C&S Connect can be viewed by all S&C Staff and may eventually be viewed by parties outside the committee.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Ballot comments1
BALLOT COMMENTS

  • Examples of inappropriate ballot comments:

    • “I don’t like this section.”

    • “The font used in this ballot is not appropriate.”

    • Comments unrelated to proposed revisions.

  • Examples of appropriate ballot comments:

    • Section 4.2.1(a) replace the word “varies” with “alternates”

    • 9-2.9.6(g), Repair - change "repairs shall" to "repaired slings shall”

    • 17-2.1.4(e): Remove. This is covered in 17-2.1.1(a).

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Ballot comments2
BALLOT COMMENTS

  • Per Codes and Standards Procedures

    • Disapproved votes should include an alternative action that will resolve their disapproved vote.

    • Disapproved votes accompanied by comments unrelated to the proposal under consideration, or without comments, shall not be further considered, are not required to be submitted for recirculation and shall be reported as “Disapproved without Comment”.

    • Comments that are not related to the proposal under consideration shall be documented and considered in the same manner as submittal of a new proposal. The submitter of the comments shall be so notified.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Ballot responses
BALLOT RESPONSES

  • Per ANSI Essential Requirements, the committee must give responses to all comments received on a ballot.

  • Examples of appropriate responses to comments:

    • “Committee agrees” and/or “comment accepted”, followed by proposed action.

    • “Committee disagrees” and/or “comment not accepted”, followed by reason for disagreement with comment.

  • Examples of inappropriate responses:

    • “The committee found your comments non-persuasive.”

    • “You are the only one with this concern.”

    • “The committee did not agree with your comments.” without a reason given.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


Module summary
MODULE SUMMARY

  • Hold meetings or electronic conferences only when required, as determined by the standards committee or the Chair on behalf of the standards committee.

  • Chairs can prepare for the meeting by developing an agenda or outline which leads to the achievement of the meeting’s objectives, ensuring that the right attendees are present.

  • Leaders and members all play a role in a productive meeting - avoid the leader and participant pitfalls.

  • Making appropriate and constructive comments on ballots saves the committee time and ensures that your comments are adequately considered by the committee.

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


References
REFERENCES

  • Codes and Standards Procedures

    http://cstools.asme.org/csconnect/CommitteePages.cfm?Committee=L01200000&Action=7609

    • Section 6.2 Meetings

    • Section 7.2 Approval of Standards Action

  • Codes and Standards Policies

    http://cstools.asme.org/csconnect/pdf/CommitteeFiles/7614.pdf

    • CSP-10 Committee Meetings

    • CSP-34 Tape Recording of Committee Meetings and Teleconferences

    • Procedures for ASME Codes and Standards Development Committees Section 6.2 Meetings.

  • ASME Society Policies

    https://www.asme.org/about-asme/who-we-are/governance/asme-society-policies?cm_re=Governance-_-Left%20Navigation-_-ASME%20Society%20Policies

    • Society Policy 15.9 Against Discrimination (Including Discriminatory Harassment).

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


References and additional resources
REFERENCES AND ADDITIONAL RESOURCES

  • ANSI Essential Requirements: Due process requirements for American National Standards

    http://publicaa.ansi.org/sites/apdl/Documents/Standards%20Activities/American%20National%20Standards/Procedures,%20Guides,%20and%20Forms/2013_ANSI_Essential_Requirements.pdf

    ADDITIONAL ASME RESOURCES

  • ASME Career Center Podcast on Managing Meetings

    http://www.ebmcdn.com/asme/podcast_media/jobboard/series5.html

ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments


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