driving results with effective meetings - by fast meetings co - free 45 webinar - sept 2013

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

Driving results through

effective meetingswith David Pointon, FAST Meetings Co.

FREE 45 minute webinar

Register for the next webinar at:

fastmeetings.com.au


Get present

Set 45 mins aside to learn

Turn off distractions

Get note paper and pencil/ iPad


Back to back meetings defy physics

10.00 – 11.0010.00 – 11.00 11.00 – 12.0011.00 – 12.00


10.00 – 11.0010.00 – 11.00 11.00 – 12.0011.00 – 12.00

Back to back meetings defy physics


Start on time


Rate the current effectiveness of your meetings

5.555% is average rating of effectiveness over 2,500 sample


Central question(s)

1. Why is meeting effectiveness so low, and what can be done about that?

2. What are the opportunities for you and your organisation?


Start on time

Meeting 1Meeting 1 Meeting 2Meeting 2

1. Common meeting problems

2. A Framework to improve

3. Tips, tools you can use for each FAST stage

4. Opportunities for you and your organisation

Today


Start on time

Meeting 1Meeting 1 Meeting 2Meeting 2

Today


What is the biggest issue with your meetings?


Too many meetings

Time keeping

Unclear purpose

Encouraging participation, engagement

Keeping people on track

Managing dominant personalities

Getting decisions made

Agreement and commitment

Getting clear outcomes and actions

Having measurable action items

People accountable to follow through

Too many priorities to action

Measuring meeting effectiveness

What’s not working?


What does a great meeting look like?

10 / 10


The FAST Framework – 4 natural stages

Focus

Awareness

Solution

Traction

Start

Finish


Tips and techniques you can use

1. Clarify, test - What, Who, When

2. Send Solution, Traction ≤ 48 hrs

1. Switch at 2/3 of time

2. Use the right decision method

1. Ask powerful questions

2. Enable participation

1. Distinguish the meeting type

2. Accept meetings with purpose10%

50%

20%

10%

Focus

Awareness

Solution

Traction


Worlds Best Agenda Template The FAST framework in action

• Downloadable template

www.fastmeetings.com.au

• 5 min video

http://www.fastmeetings.com.au/


Worlds Best Agenda Template

“In our meeting we had many agenda items which in the past we have struggled to get through all of them; using the FAST procedure meant that many more items were covered and completed!”


Unclear purpose; from initiator of meeting

Accepting invites without being clear

Problems with Focus


Banish unfocussed meetings1. Distinguish the meeting type

2. Accept meetings with purpose10%


There are 4 types of meetings

Type

Decide: binding decisions made

Consult: ideas sought, shared

Inform: one way downloads

Relate: trust and knowing others


What type of meeting do you attend most?


4 Meeting types; Perception vs reality

Type Perception Reality Optimal Range

Decide 50% 16% 30-50%

Consult 30% 53% 40-50%

Inform 10% 28% 0-5%

Relate 10% 3% 10-15%


4 Meeting types

Type Perception Reality Optimal Range

Decide 50% 16% 30-50%

Consult 30% 53% 40-50%

Inform 10% 28% 0-5%

Relate 10% 3% 10-15%

Can you inform more efficiently?

Can you inform more efficiently?

Are people ready to decide?

Are people ready to decide?


1. Inform meetings should be banished

2. Endless Consult/ Collaborate meetings are slowing organisations down

3. Decide meetings often lack the right people, or enough preparation

Your reactions please!


The power of focus

"One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.”

Steve Jobs, CEO of Apple Inc.


Unfocussed meeting invitations


Email template for Unfocussed invitations

Dear First-name,

Thank you for your meeting invitation. I would like to help you get the outcomes you want.

So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People).

Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared.

I will await your reply before I do anything further with this.

Your name


Foundations workshop

Cultural

norms

Collective

commitments


Encouraging participation, engagement

Keeping people on track

Managing dominant personalities

Problems with Awareness


Generate rich dialogue and sharing


2. Enable participation50%


What is your central question?

“We spend a lot of time solving problems, and then find out we haven’t been clear on the central

question we are trying to answer”

Senior Manager, CBA


Define the central question

“If I had 1 hour to save the world, I would spend 55

minutes defining the problem and 5 minutes

solving it”

Einstein


Tune in with questions• There’s a lot of information to explore and discuss. It’s like the

content from all the different TV channels• Questions are like the Remote Control..

They help focus on what you pay attention to The more focussed the question, the clearer the enquiry

When ?

Market data

Market data

Functional expertiseFunctional expertise

Customer feedback

Customer feedback

Current performance

Current performance

Last year results

Last year results

Multi sta

keholder inputs

Multi sta

keholder inputs

What question would help your group to

attend to and explore important dimensions of

your topic?

What question would help your group to

attend to and explore important dimensions of

your topic?


Group Facilitator

??… the conversation is drifting off track… the conversation is drifting off track


Which question would you use?


Enable participation – Taking turns

Facilitator:To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?”

Facilitator:To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?”


Enable participation

1. Brian:I’ll go first.. I think ..blah blah

1. Brian:I’ll go first.. I think ..blah blah

2. Barbara:I’ll go next.. Blah blah

2. Barbara:I’ll go next.. Blah blah


Enable participation

3. Sue: is about to speak..

3. Sue: is about to speak..

4. Then Mike jumps in:Barbara, I’m not sure I agree with that…

4. Then Mike jumps in:Barbara, I’m not sure I agree with that…


How would you intervene?


Getting decisions made

Agreement and commitment

Getting clear outcomes and actions

Problems with Solution


Make decisions that people commit to


2. Use the right decision method20%


The intersection of strategy and culture

StrategyStrategy

Cultu

re

MeetingsMeetings


Top 3 issues affecting organisational performance; research shows…

1. Productivity

2. Agility

3. Innovation

Lean Meeting Machine

We’re too slow to respond

We’ve got to do more with less

We need more fresh

thinking


Which is most important in your org.?


Switch at 2/3 of time


Switch at 2/3 of time

33 33

minmin


How would you go about making the switch?


Decide using the right method

• How much time is

there to decide?

• What level of

commitment is

required?

Time availableTime available

Level o

f co

mm

itm

en

t n

eed

ed

Level o

f co

mm

itm

en

t n

eed

ed



there to decide?

• What level of

commitment is

required?


Leve

l of

com

mitm

ent

nee

ded

Leve

l of

com

mitm

ent

nee

ded

AutocraticAutocratic

ConsensusConsensus




there to decide?

• What level of

commitment is

required?


Leve

l of

com

mitm

ent

nee

ded

Leve

l of

com

mitm

ent

nee

ded

AutocraticAutocratic

ConsultativeConsultative

ConsensusConsensus

CollaborativeCollaborative



“The tendency to move up to the right of graph has become endemic.

This is slowing organisations down as leaders abdicate their responsibility to make decisions.”

What are your comments to this..


Having measurable action items

People being accountable to follow through

Too many priorities to action

Problems with Traction


Deliver outcomes and actions

1. Be specific - What, Who, When


10%


Be clear and specific

What Who When

A A vague, broad concept of the action All End Sept

B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place

One person

Sep 30


What specific action are you committed to?


Meeting actions are like radioactive waste


Send minutes 48 hrs≥

Key info;Solution, Traction

Key info;Solution, Traction


FAST Framework

1. Clarify & test What, Who, When



2. Use the right decision method


2. Enable participation

1. Distinguish the meeting type

2. Accept meetings with purposeFocus

Awareness

Solution

Traction

10%

50%

20%

10%


Organisational impact – Collective investment

15.6Average hrs spent per week by Senior Managers


Organisational impact – Collective investment

4.8Average hrs spent per week by staff


Your meetings culture; a big investment

$ 1.5mSalaried time invested in meetings per 100 staff


Meetings ROI Calculator – Measured impact

Investment per year per 100 staff

Investment per year per 100 staff Meetings ROI

Meetings ROI


A big productivity issue

- $0.64 mReturn on salaried investment in meetings per year


For you – Facilitation skills training

What is it

• 2 days - Public program

• Next dates: 5 – 6 November 2013

Outcomes

Strategic, complex workshop facilitation

Handling difficult situations

Foundation stage; Accredited FAST

Facilitation

How can I

learn more?


For your organisation Foundations of Effective Meetings Workshop

What is it

• ½ day In-House

Outcomes

30% uplift ≤ 1 month

Common language

Changed norms, habits

How can we

collectively get better?


Support

Feedback – today

Tools & video – tomorrow

Update – next week

We’d love your feedback We’d love your feedback


Thanks, and good luck

with your meetings

[email protected]

1300 302 530

driving results with effective meetings - by fast meetings co - free 45 webinar - sept 2013

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