www.sirc.ca/governance meeting management and facilitation tools + tips for productive meetings
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www.sirc.ca/governance
Meeting Management and FacilitationTools + Tips for Productive Meetings
www.sirc.ca/governance
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools +
Methods
4. Conference
Calls
Meeting Management
www.sirc.ca/governance
Meeting Preparation
1. MeetingPreparation
2. Facilitation
Tips
3. Process Tools +
Methods
4. Conference
Calls
www.sirc.ca/governance
Meeting Preparation
Effective Preparation
Develop the Agenda
Engage Participants
Design the Meeting
www.sirc.ca/governance
Develop the Agenda
Effective Preparation
Develop the Agenda
Engage Participants
Design the Meeting
www.sirc.ca/governance
Define the Objectives• List objectives on the agenda• Do participants have the
information/authority to make a decision?• Start objectives with a verb:
o Discuss the implications of the evaluationo Identify steps to move forwardo Finalize the budget
www.sirc.ca/governance
Develop the Agenda• Meeting logistics (venue, timing, call in #, etc.)• Objectives, Participants, Background Reading• Define timeframes • List speaker names• Provide details for agenda items• Identify “required outcomes”
www.sirc.ca/governance
www.sirc.ca/governance
Engage Participants
Effective Preparation
Develop the Agenda
Engage Participants
Design the Meeting
www.sirc.ca/governance
Engage Participants• What pre-meeting information is needed?• Pre-meeting reflection questions?• Pre-meeting interviews?• Will participants present updates?
www.sirc.ca/governance
Design the Meeting
Effective Preparation
Develop the Agenda
Engage Participants
Design the Meeting
www.sirc.ca/governance
Design the Meeting• List audio visual, room set-up, supplies, etc.• Specifics for each agenda item – Exact Timing– Process for discussion– Outcome required– Method for tracking input
www.sirc.ca/governance
Questions
1. MeetingPreparation
2. Facilitation
Tips
3. Process Tools +
Methods
4. Conference
Calls
www.sirc.ca/governance
Facilitation Tips
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools +
Methods
4. Conference Calls
www.sirc.ca/governance
Facilitation Tips
Effective Facilitation
Introverts + Extroverts
Group Norms Convergent
+ Divergent Thinking
www.sirc.ca/governance
Introverts + Extroverts
Effective Facilitation
Introverts + Extroverts
Group Norms Convergent
+ Divergent Thinking
www.sirc.ca/governance
Introverts + Extroverts
Introverts Extroverts- Pre reading - structure- Small Group Discussions- Self Reflection time- Advanced Seating- Scribes/Facilitators- Unstructured down time
- Opportunities to present- Hands on activities- Brainstorming, rapid tasks- Ask questions and check in- Change up seating plans - Colours, manipulatables
www.sirc.ca/governance
Group Norms
Effective Facilitation
Introverts + Extroverts
Group Norms Convergent + Divergent
Thinking
www.sirc.ca/governance
Group Norms• Technical Etiquette• Be mindful of time• Share the floor
www.sirc.ca/governance
Convergent + Divergent Thinking
Effective Facilitation
Introverts +
Extroverts
Group Norms
Convergent + Divergent Thinking
www.sirc.ca/governance
Dynamics of Group Decision Making
www.sirc.ca/governance
Questions
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools +
Methods
4. Conference Calls
www.sirc.ca/governance
Process Tools + Methods
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools + Methods
4. Conference Calls
www.sirc.ca/governance
Process Tools + Methods
Methods
Wandering Flip Charts
World Cafe
Interview Matrix
www.sirc.ca/governance
Wandering Flip Charts
Methods
Wandering Flip Charts
World Cafe
Interview Matrix
www.sirc.ca/governance
Vision• What do you like?
• Suggestions to improve
Philosophy• What do you like?
• Suggestions to improve
Principles• What do you like?
• Suggestions to improve
Model• What do you like?
• Suggestions to improve
Wandering Flip Charts - Example
www.sirc.ca/governance
www.sirc.ca/governance
World Cafe
Methods
Wandering Flip Charts
World Cafe
Interview Matrix
www.sirc.ca/governance
www.sirc.ca/governance
Interview Matrix
Methods
Wandering Flip Charts
World CafeInterview
Matrix
www.sirc.ca/governance
1 + 2
3 + 4
Round 1
1 + 3
2 + 4
Round 2
1 + 4
2 + 3
Round 3
Interview Matrix – Sample Format
www.sirc.ca/governance
Questions
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools + Methods
4. Conference Calls
www.sirc.ca/governance
Conference Calls
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools +
Methods 4. Conference Calls
www.sirc.ca/governance
Effective Conference Calls
Effective Calls
Be Prepared
Engage Participants
www.sirc.ca/governance
Be Prepared
Effective Calls
Be Prepared Engage Participants
www.sirc.ca/governance
Be Prepared• Use technology available• Test the equipment• Dial in early• Publish time zone information• Be animated• Add “ground rules” as required• Be succinct
www.sirc.ca/governance
Engage Participants
Effective Calls
Be Prepared
Engage Participants
www.sirc.ca/governance
Engage Participants• Start with a role call• Announce that you’ll track input• Check in with all participants regularly• Use people’s names
www.sirc.ca/governance
Questions
1. MeetingPreparation
2. Facilitation Tips
3. Process Tools +
Methods 4. Conference Calls
www.sirc.ca/governance
Thank youNora Sheffe
www.sirc.ca/governanceinfo@sirc.ca
www.sirc.ca/governance41
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