Tim Miller Sr Project Manager HNTB Event Date Purpose and Objective Presentation Purpose Educate workshop attendees on the means to make utility coordination meetings more effective Objectives ID: 683555
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Slide1
Conducting Efficient
and Effective Meetings
Tim Miller
Sr. Project Manager, HNTB
Event DateSlide2
Purpose and ObjectivePresentation PurposeEducate workshop
attendees on the means to make utility coordination meetings more effectiveObjectivesYou should learn:
3 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 Stages3 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
topic
Seek input on agenda in advance of the meetingMeeting InvitesEach invitee should add to meeting objectivesEvaluate attendees on “recurring” meetingsNo
“forwarded” invites without meeting organizer’s permissionIf Technology is Used (WebEx, etc), Test Before Start of Meeting
Prepare Sign In Sheet in AdvanceSlide8
Conduct MeetingStart on Time
Sets ExpectationsMeeting
organizer States Meeting Purpose and
Reviews Objectives
Introductions
– Be aware not everyone may not
know
one another
Suggestion
: Table Tents for large
meetings
Sign In Sheet
Document Meeting AttendeesStay on Topic and Time Limits
Engage 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 Detours
Discussion Topic Not on Agenda
Suggest Adding to Next Meeting
Sidebar Conversations
Lack of Preparation
Schedule not
MaintainedSlide13
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”
MeetingsSlide14
Efficient Meeting BenefitsEfficient Meetings:
Encourage future attendee preparation/desire to attendProduce Desired ResultsImprove Outcome Support
and Team Morale
Maximize Productivity
Reduces e-mail threads
Creates Opportunities for
Various Staff
Identifies future leadersSlide15
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
.Slide16
Closing
A
camel looks like a horse that was planned
in a bad meeting
- Author UnknownSlide17
Questions
Tim Miller
tnmiller@hntb.com
317-636-4682