Tim Miller Senior Project Manager HNTB Purpose and Objective Presentation Purpose Educate workshop attendees on the means to make utility coordination meetings more effective Objectives You should learn ID: 683556
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Slide1
Conducting Efficient
and Effective Meetings
Tim Miller
Senior
Project
Manager
HNTBSlide2
Purpose and ObjectivePresentation PurposeEducate workshop attendees on the means to make utility coordination meetings more effective
ObjectivesYou should learn:Three
Meeting Stages
Proven Techniques
Role of Meeting Organizer
Meeting Detours
Advantages of effective meetingsSlide3
Meeting Definition
A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such
as
sharing information or reaching agreement
.
Meetings
may occur face-to-face or virtually, as mediated by communications technology, such as
a
telephone conference call, a skyped conference call or a videoconference.
-
WikipediaSlide4
Things you Rarely Hear
There were
not
enough
people in
attendance
We
need
to have
more
meetings
We should have had another hour for that meeting
The
leader was
overly
prepared
The
time we spent at that meeting was worth its
weight in goldSlide5
Meeting StagesThree Steps to Meetings
Prepare Conduct Follow Up
25
%
25
%
50
%Slide6
Meeting PreparationFirst Step: Define
the PurposeWhy are we having the meeting?
What
is the goal
and
objectives?
Confirm
we need a
meeting
Meetings cost time and moneySlide7
Meeting PreparationPrepare and distribute agenda/information in
advance:Aids in meeting preparationServes
as meeting announcement
Identifies
meeting purpose and objectives
Agenda
sets tone and expectations of meeting
Allotted
times on agenda
Identify
lead for each agenda
topicSeek input on agenda in advance of the meetingMeeting Invites:Each invitee should add to meeting objectivesEvaluate attendees on “recurring” meetings
No “forwarded” invites without meeting organizer’s permissionIf technology
is used (WebEx, etc.), test before start of meetingPrepare Sign-In Sheet in advanceSlide8
Conduct MeetingStart
on Time Sets Expectations
Meeting
organizer
states
Meeting Purpose and
Reviews Objectives
Introductions
– Be aware not everyone may not
know
one another
Suggestion: Table Tents for large meetingsSign-In
SheetDocument Meeting AttendeesStay on Topic and Time
LimitsEngage Everyone!Assign Action ItemsSlide9
Meeting Follow Up
Prepare
and Distribute Meeting Minutes
Follow Through on Any Items
Distribute Action
Items
35% of professionals
are in 6 or more meetings each week and
46% of those attendees
leave meetings without a clear understanding of the next action item.
Otherwise they
simply burn time
Forbes – January 6, 2016Slide10
Meeting Organizer
Lead the discussions
Coach-manage discussion and time
Encourages
engagement
Gives credit
Just like a CoachSlide11
Meeting Detours
Discussion Topic Not on Agenda
Suggest
adding
to
next meeting
Sidebar Conversations
Lack of Preparation
Schedule not
MaintainedSlide12
Meeting PitfallsThe Dreaded “Project Update”
5 minute “project update”8 people in attendance6 people already know “project update”
30 minutes of lost
productivity
Mobile Devices/Laptops
“
Recurring”
MeetingsSlide13
Efficient Meeting BenefitsEfficient Meetings:
Encourage future attendee preparation/desire to attendProduce desired results
Improve
outcome support
and
team morale
Maximize
productivity
Reduces e-mail threads
Creates
opportunities
for various staffIdentifies future leadersSlide14
Meeting Outcome
Many times, the productivity of the meeting is not necessarily based on the physical presence of the attendees, it is more aligned with the mental presence and engagement
.Slide15
Closing
A
camel looks like a horse that was planned
in a bad meeting
- Author UnknownSlide16
Questions
Tim Miller
tnmiller@hntb.com
317-636-4682