How to Execute An Effective Meeting - PowerPoint Presentation

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How to Execute An Effective Meeting

COPAS 2019 Spring ConferenceMemphis, TNApril 24, 2019Pamela Akpotaire COPAS Revenue Committee Vice Chair

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Learning Objectives

After this presentation you will better understand and be able to discuss:The 5 steps to preparing and conducting an effective meeting.

Determine if you need to conduct a formal meeting versus sending an email or making a phone call.

Understand the different types of meetings and the economic impact to companies of conducting meetings.

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Preparation

The five easy steps to running an effective meeting:Preparation

Set an agenda

Work on Action Items

Record Next Steps

Follow-Up on Action Items

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Preparation Clarifying the ObjectivesIn preparing for a meeting you need to decide what are the primary objectives of the meeting?

The two main objectives of a meeting are to

Inform

or

Decide:

Example

– Are there project updates that team members need to be

informed

?

Example

– Has new data come before us? Do we need to change course or make a

decision

?

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Preparation Clarifying the ObjectivesEMAIL… EMAIL… PHONE… PHONE…

Before scheduling a meeting, ask yourself this one question:

“Can this be done through a quick email or phone call?”

If so, do it! 

One rule of thumb is to look at your content to see if you’re looking for:

Feedback

Disseminating Information

Both

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Preparation

LocationIn order to execute your meeting, you’ll want to settle on a location. You should determine the format of the meeting:

Will this be a telephone/WebEx meeting (conference call)?

Will the team be meeting face-to-face?

A face-to-face meeting would suffice in order to answer complex questions or carefully examine any sensitive data.

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Preparation

LocationIf the meeting topic is very cut and dry and traveling participants need to be updated on a team decision: A phone or web conferencing would be better suited for the meeting.

Web conferencing software is available on the internet:

GoToMeeting

Skype

Join.me

WebEx

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Setting the Agenda

An Agenda is a list of the key items to review in order to meet your objective.

Include start time, time allotted, end time

Time for major categories

Plan for Introductions, with a purpose/outcome statement

Note structure of key elements – presentation, overview, discussion, prioritization

Allowance for additions to agenda

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Setting the Agenda

The agenda should be sent out in a timely fashion, because……

Being the unprepared person in the room is not fun

so spare everyone and send the agenda in advance.

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Sharing the Agenda

You should share the agenda with attendees in advance.If possible, try to include it in a meeting invite. Also consider:

Adding a reminder / alarm to the invite.

By doing this before hand:

It will give team members ample time to familiarize themselves with discussion topics, as well as allowing themselves to jot down any questions they may have.

A MUST TO CONSIDER:

If your meeting can be done in 15 or 20, block off that time and don’t add extra. 

With a smaller frame and specific agenda, people will more likely stay on task versus having those sidebar conversations.

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The Meeting

AgendaA Worthy InvestmentResource Impacts OF HAVING MEETINGS!

Meetings are:

One of the most expensive forms of workplace communication

Multiply number of attendees x hourly rate x (length of meeting, travel time and prep time and other expenses)

Balance against outcome(s) and alternatives

Carefully consider length, attendees and frequency

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Meeting

AgendaA Participant Agenda:I

s clear and streamline with as little information as possible.

A Process Agenda:

Has detailed / descriptive information that meeting leaders need to ensure that the meeting runs smoothly.

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Setting the Agenda

Participant Agenda

 

TOPIC

PRESENTER

8:00 to 8:15 a.m.

Sign In

 

8:15 to 8:20 a.m.

Opening Remarks

Senior Leader

8:20 to 9:00 a.m.

Module 1: Understanding Why Change Is Needed

Quality Improvement Specialist (QIS)/Instructor

Implementation Team Leader

9:00 to 10:15 a.m.

Module 2: How To Manage Change

QIS/Instructor

Implementation Team Leader

10:15 to 10:30 a.m.

Break

 

10:30 a.m. to 12:00 p.m.

Module 3: Best Practices in Fall Prevention

QIS/Instructor

Implementation Team Leader

12:00 to 12:45 p.m.

Lunch

 

12:45 to 1:30 p.m.

Module 4: How To Implement the Fall Prevention Program in Your Organization

QIS/Instructor

IT Specialist

1:30 to 1:45 p.m.

Break

 

1:45 to 3:00 p.m.

Module 5: How To Measure Fall Rates and Fall Prevention Practices

QIS/Instructor

3:00 to 3:15 p.m.

Closing

QIS/Instructor

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Setting the Agenda

Process Agenda

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Working the Action Items

Notetaking – Assigning a note taker helps with sticking to the agenda and capture action items as you progress through your meeting.

Notes will serve as a written record of your discussion, decisions, and next steps.

Another benefit is, it serves as a helpful guide for people who were unable to attend the meeting, but still need to be up-to-date on what was discussed.

Otherwise known as the “Minutes of Meeting”.

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Working the Action Items

Action Items – A discrete task that must be accomplished, usually by a single individual or a small team/ group.

It is best to track and assign follow-up and action items as they arise, instead of waiting till the end.

This will make expectations clear for teammates as well keep them accountable for the task that needs to get done.

Don’t forget to include due dates/ time frames for action items as well, therefore people will stay on track in a timely manner.

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Recording Next Steps & Tasks

An oversight that teams as well as managers make when conducting a meeting is not capturing the next steps / action plan. Once you’ve made the

decision

at a meeting, such as to change course or to complete a project, that decision needs to be

noted / tracked then followed up

.

Otherwise, words will float around the office until the next meeting, as someone eventually says,

“Whatever happened to that XYZ decision?”

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Recording Next Steps & Tasks

Never end a meeting without delegating the “what’s next.”All attendees should know what they are responsible for and what might be coming down the pipeline. 

If there is nothing to wrap up you’ll wind up asking yourself why you had the meeting in the first place. 

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Recording Tasks & Next Steps

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Do’s and Don’ts

of Effective MeetingsDo’sRight people in the roomThoughtfully schedule, consider invitees everyone necessary, but stop there

Send reminders

Start/end on time

Follow the agenda

Manage the discussion

Shorter is better

Summarize key decisions and next steps

Confirm action items

Don’ts

Flounder

Digress

Go on a tangent

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Follow-Up

If anyone has any questions regarding anything, they can be answered by following up on the notes of the meeting.Easy follow-up methods:

Sending a quick email to remind attendees of what they’ve agreed to.

Reminders about due dates for those who have accepted specific tasks

Changes to procedures or documentation that need to be made

Feedback on how to improve meetings going forward

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Recap

Meetings matter. Necessary and cost-effective if done well.Pre-planning is an investment.Conducting a meeting includes discussion, agenda, timing and outcomes.

Minutes and action items with time/person accountability and scheduling next steps protect the investment.

Know what can make a meeting ineffective and avoid.

Follow-up is good stewardship of the investment

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Conclusions

Key PointsRunning an effective meeting is more than sending out a notice that your team is to meet at a particular time and place.

Effective meetings need structure, order and ground rules.

Without these elements they can go on forever and not accomplish a thing.

With a solid objective in mind, a tight agenda, and a commitment to involving the meeting participants in the planning, preparation, and execution of the meeting, you are well on your way to chairing great meetings.

Given the frustration most people feel when their time is wasted, gaining a reputation for running efficient and successful meetings is good for you and your career.

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References & Resources:

Google SearchRunning Effective Meetings: Lynn Valenter, Vice Chancellor of Finance & Operations, Washington State University, VancouverHarvard Business Review:

How To Run a Meeting

Simple Strategies to Hold Effective Meetings:

Alissa Carpenter, notokthatsokcoach.com

The New York Times, Business Section:

Adam Bryant @nycorneroffice

Project Management Hacks:

7 Tips to more productive meetings

Mind Tools:

Learn how to organize and

run effective

and successful

meetings

. Includes a free agenda worksheet.

https://www.mindtools.com › Communication Skills › Meetings

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Comments & Questions

Thank YouThe End