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Ideas To Go. Meetings that Get things Done. Agenda. Defining ‘Effective’ Preparation Facilitation Follow up. Why Meet?. Can all of these be accomplished in one meeting ?. Meeting type mirrors Purpose. Information Gathering Information Sharing / Status Team Building Planning

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ideas to go

Ideas To Go

Meetings that Get things Done

agenda
Agenda
  • Defining ‘Effective’
  • Preparation
  • Facilitation
  • Follow up
why meet
Why Meet?
  • Can all of these be accomplished in one meeting?
meeting type mirrors purpose
Meeting type mirrors Purpose
  • Information Gathering
  • Information Sharing / Status
  • Team Building
  • Planning
  • Brainstorming
  • Problem Solving
  • Specialty
    • Project specific – BPR, JAD, etc.
    • Deliverable / document review/approval
    • Training/retreat
achieving effective meetings
Achieving effective meetings
  • Know the purpose, write it down
  • Carefully choose the participants
    • Roles
  • Have an agenda
  • Timely Invitations
    • Published purpose
    • Published agenda
  • Ensure participants are well prepared
  • Ensure YOU are prepared
purpose
Purpose

Achieving effective meetings

Know the purpose, write it down

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

  • If you can’t write it down then maybe you aren’t clear why you are having the meeting
  • Make sure everyone has their eyes on the prize
  • Set expectations for participants
    • What they can expect
    • What you expect
participants
Participants

Achieving effective meetings

Carefully choose the participants

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

Only those who are necessary to achieve the purpose

Participants who know why their presence is important are more likely to be engaged

The larger the group, the less likely to find consensus

Build trust and confidence that you will not waste their time

agenda1
Agenda

Achieving effective meetings

Have an agenda

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

  • ALWAYS have an agenda!
    • Formal vs. Informal
  • Lets participants know what to expect
  • Ensures they understand why they are invited
  • Helps them prepare
invites
Invites

Achieving effective meetings

Timely Invitations

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

  • Invites are always written
  • Can use tech tools (Groupwise Calendar)
    • Busy search
    • Back-to-back meetings
  • Include your purpose and agenda of topics
  • Timing based on audience, criticality and decorum
  • Invite sent at 4pm for 10am tomorrow?
  • Invite to VP’s and management with 24hrs notice?
engaged participants
Engaged Participants

Achieving effective meetings

Ensure participants are well prepared

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

Invites include purpose and agenda

A few sentences of introduction beyond the bullets in the agenda

Background documents attached

Set clear expectations about participation levels

“Out of respect for YOUR time - This meeting will start PROMPTLY at the appointed time”

be prepared
Be Prepared

Achieving effective meetings

Ensure YOU are prepared

Know the purpose, write it down

Carefully choose the participants

Have an agenda

Timely Invitations

Ensure participants are well prepared

Ensure YOU are prepared

Know what you want to get out of the meeting

Make sure the right people are there

Know the material you are presenting

Make sure everyone has what they need to contribute in a meaningful way

my meetings are informal do i need all this
My meetings are ‘informal’, do I need all this?
  • An informal setting or tone can be a very productive method to get people engaged
  • Don’t confuse ‘informal’ with sloppy
  • Courtesy and professionalism still apply
  • Purpose, Agenda, Invite always required
  • If you can’t commit to this preparation, why should anyone else come prepared to participate?

Common elements

Robert’s Rules of Order

Bob’s Basic etiquette

communication
Communication
  • Meetings are ultimately about communication
  • Whether collecting, sharing or problem solving, meeting effectiveness hinges on communication
  • Preparation
  • Roles (scribe, facilitator, expert, etc.)
  • Understanding small group communication
the science of communication
The Science of Communication
  • Person sending message ‘encodes’ it
  • Person receiving message ‘decodes it’
  • Model is true for ALL Communication
    • Written
    • Verbal
    • Computer modems
    • Cable boxes
    • Body Language
    • Secret Decoder Rings
  • All Communication has NOISE
the math of communication
The Math of Communication

Speaker to Audience

Dialogue

1 speaker, 3 listeners

Communication is 1-way

1 encoder, 3 decoders

4 possible interpretations

4 participants

Communication is 2-way

12 encoders, 12 decoders

6 Communication pathways N (N-1) / 2*Project Mgt Institute

the art of communication
The Art of Communication
  • Know your purpose and goals
  • Know your audience
  • Know your topic
  • Predict reactions
  • Encourage participation; manage the room
  • Preparation, preparation, preparation
participant roles
Participant Roles
  • Sponsor
  • Organizer
  • Facilitator
  • Subject Matter Expert
  • Stakeholders
  • Scribe
facilitating meetings
Facilitating Meetings
  • Focus the discussion - minimize distractions
    • Maintain focus on agenda topics
    • Avoid tangents
  • Ground Rules (Bob’s Basic Etiquette)
    • One meeting!!
    • Cells and tablets
  • Facilitator need not be the expert
  • Other roles that support the facilitator
  • Egg Timer for debate
  • Parking lot, gavel, action items, others?
    • Tools appropriate for meeting type and purpose
facilitation techniques
Facilitation Techniques
  • Paraphrase
  • Confirm understanding
  • Positive feedback
  • Expand
  • Relieve tension
  • Consolidate / summarize
adjourn
Adjourn
  • Summarize
  • Review Action Items\ parking Lot
  • Thank you
  • Follow-up
    • Next meeting?
    • Assignments
    • Parking lot
    • Minutes (Notes)
minutes
Minutes
  • Need not be formal
  • Not a transcript
  • Summarize discussion points
  • Document and publish action items and parking lot
  • 24 hr target to publish
  • “I don’t publish minutes b/c nobody reads them...”
slide24

Open Dialogue

http://www.effectivemeetings.com/meetingbasics/index.asp

http://www.mindtools.com/CommSkll/RunningMeetings.htm

http://managementhelp.org/blogs/team-performance/2010/04/09/ten-reasons-why-meetings-fail/

http://www.businessweek.com/stories/2006-09-26/how-to-run-a-meeting-like-google