Meetings that Get things Done - PowerPoint Presentation

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Meetings that Get things Done

Ideas To Go

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Agenda

Defining ‘Effective’

Preparation

Facilitation

Follow up

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Why Meet?

Can all of these be accomplished in one meeting

?

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Meeting type mirrors Purpose

Information GatheringInformation Sharing / StatusTeam BuildingPlanningBrainstormingProblem SolvingSpecialtyProject specific – BPR, JAD, etc.Deliverable / document review/approvalTraining/retreat

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What is an effective meeting?

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What is an effective meeting?

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Achieving effective meetings

Know the purpose, write it down

Carefully choose the participants

R

oles

Have an agenda

Timely Invitations

Published purpose

Published agenda

Ensure participants are well prepared

Ensure YOU are prepared

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Achieving effective meetings

Know the purpose, write it down

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

If you can’t write it down then maybe you aren’t clear why you are having the meetingMake sure everyone has their eyes on the prizeSet expectations for participantsWhat they can expectWhat you expect

Purpose

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Achieving effective meetings

Carefully choose the participants

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

Only those who are necessary to achieve the purposeParticipants who know why their presence is important are more likely to be engagedThe larger the group, the less likely to find consensusBuild trust and confidence that you will not waste their time

Participants

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Achieving effective meetings

Have an agenda

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

ALWAYS have an agenda!Formal vs. InformalLets participants know what to expectEnsures they understand why they are invitedHelps them prepare

Agenda

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Achieving effective meetings

Timely Invitations

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

Invites are always writtenCan use tech tools (Groupwise Calendar)Busy searchBack-to-back meetingsInclude your purpose and agenda of topicsTiming based on audience, criticality and decorumInvite sent at 4pm for 10am tomorrow?Invite to VP’s and management with 24hrs notice?

Invites

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Achieving effective meetings

Ensure participants are well prepared

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

Invites include purpose and agendaA few sentences of introduction beyond the bullets in the agendaBackground documents attachedSet clear expectations about participation levels“Out of respect for YOUR time - This meeting will start PROMPTLY at the appointed time”

Engaged Participants

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Achieving effective meetings

Ensure YOU are prepared

Know the purpose, write it downCarefully choose the participantsHave an agendaTimely InvitationsEnsure participants are well preparedEnsure YOU are prepared

Know what you want to get out of the meetingMake sure the right people are thereKnow the material you are presentingMake sure everyone has what they need to contribute in a meaningful way

Be Prepared

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My meetings are ‘informal’, do I need all this?

An informal setting or tone can be a very productive method to get people engagedDon’t confuse ‘informal’ with sloppyCourtesy and professionalism still applyPurpose, Agenda, Invite always requiredIf 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

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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

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The Science of Communication

Person sending message ‘encodes’ itPerson receiving message ‘decodes it’Model is true for ALL CommunicationWrittenVerbalComputer modemsCable boxesBody LanguageSecret Decoder RingsAll Communication has NOISE

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Speaker to Audience

Dialogue

1 speaker, 3 listenersCommunication is 1-way1 encoder, 3 decoders4 possible interpretations

4 participantsCommunication is 2-way12 encoders, 12 decoders6 Communication pathways N (N-1) / 2 *Project Mgt Institute

The Math of Communication

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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

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Participant Roles

Sponsor

Organizer

Facilitator

Subject Matter Expert

Stakeholders

Scribe

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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

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Facilitation Techniques

Paraphrase

Confirm understanding

Positive feedback

Expand

Relieve tension

Consolidate / summarize

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Adjourn

Summarize

Review Action Items\ parking Lot

Thank you

Follow-up

Next meeting?

Assignments

Parking lot

Minutes (Notes

)

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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...”

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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