effective meeting podcast notes

8/6/2019 Effective Meeting Podcast Notes

1/15

Manager

Wily

.com


2/15

A

genda Why have a meeting?

What Effective Meetings look like

4 Points to Meeting Effectiveness

Ground Rules for Effective Meetings


3/15

Death by Meeting

Survey of 1000 managers indicated

that 33% of time spent in meeting was

wasted time.

These managers estimated they spent

17 hours per week in meetings.

What do meetings cost? Calculating

the Meeting Value Metric


4/15

4 Points to Meeting Effectiveness

PreparePrepare

CommunicateCommunicate

ControlControl

DocumentDocument


5/15

4 Points: Prepare What is the purpose of the meeting?

What would happen if you didnt havethis meeting?

What are the desired outcomes for the

meeting? Make sure all the participants are

prepared.


6/15

Prepare the Agenda

Clearly understood purpose

Desired outcomes articulated

Decide what will be on the agenda

Decide how much time will be required for each item

Who is invited? Date, time & place

Distribute all relevant information in advance

Do not give people things to read during the meeting circulate it in advance.

4 Points: Prepare


7/15

4 Points: Communicate

Inform the participants

The purpose for the meeting

What will be discussed and why What preparation is required in advance

What the desired outcomes are

Prepare and distribute an agenda in advance

Distribute the Ground Rules in advance whenappropriate


8/15

4 Points: Control

Meeting Process Start on time

Review agenda and adjust if necessary

Assign roles Review ground rules

Stick to time guidelines

Encourage equality in participation

End on time or early when possible

Do a process check at the end of every meeting


9/15

Capture ideas on a white board or a flipchart Shows participants that you are listening

The process of writing clarifies thoughts Keeps you on the agenda: Parking lots

Assigns responsibility publicly

Avoids repetition

Writes your minutes for you Keep an Action List

Record main discussion points anddecisions for future reference

4 Points:D

ocument


10/15

Ground Rules Respect individual differences

Consider and/or accept opposing points of view

Express disagreement with ideas without criticizing

Avoid defensive behavior denying problems, changing topics orcutting off speakers

Allow others to talk with interruption

Listen carefully before responding.

Restate what others have said for clarity

Demonstrate a willingness to compromise or seek consensus

Leave disagreements at the meeting

Stick to the agenda

Separate people from problems


11/15

Summary

Have Purpose

Have Objectives Are Planned

Have Agendas

Have Ground Rules

Start on time Start Well

Have action notes

Effective Meetings


12/15

Closing Thoughts

By Focusing on making decisions andBy Focusing on making decisions and

assigning actions, all participants willassigning actions, all participants willfind the meeting more challenging,find the meeting more challenging,

rewarding and effective.rewarding and effective.


13/15

Manager

Meeting Effectiveness


14/15

Roles for an Effective Meeting

Ensures a clear objective, an agenda and the appropriate tools and

resources. Guides the group towards the objective.

Focus on the process. Help solve problems, encourage full participation

and make suggestions to increase the meetings effectiveness and

efficiency.

Help begin and end on time. Pay attention to time allocated to specific

agenda items and stop when it is going beyond those time limits.

Record decisions and actions. Help focus on the important stuff.

Take responsibility for making the meeting successful. Provide input,

challenge ideas, accept action items. Help the other members in their

assigned roles.

Time Keeper:

Leader:

Facilitator:

Scribe:

Participants:

Define Roles


15/15

Reasons to Have a Meeting

Identify a problem or opportunity

Solve a problem or progress anopportunity

Obtain commitment or consensus for

approval or action

effective meeting podcast notes

Documents