efficient meetings cassandra groen bsce ‘09 msce ‘11 research engineer ii industrial engineering...
TRANSCRIPT
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Efficient Meetings
Cassandra GroenBSCE ‘09MSCE ‘11
Research Engineer IIIndustrial Engineering
South Dakota School of Mines and Technology
Thursday, Sept. 8th 2011
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Team Culture and Behavior
Team Behavior Effective Leadership Create a clear and
challenging goal(s) Commit to team goal(s) Set a high standard for
performance
Team Culture Create a positive culture
Positive Atmosphere Participation Encouragement Honesty Constructive Criticism Respect
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Meeting Structure: Before the Meeting Determine the following:
What is the purpose of scheduling a meeting; why are we having a meeting?
Who will attend the meeting and why? Where and when will the meeting occur? What are the major goals to result from the meeting? Which individuals are vital to the meeting?
Who will be the timekeeper? Who will facilitate the meeting? Who will take notes and record meeting minutes?
Prepare Necessary Documents Create an agenda Any documents or supporting information that you would like your
attendees to review and provide feedback
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Assigning Key Roles
Member Roles Primary Facilitator Scribe Timekeeper Secondary Facilitator(s)
Rotate Member Roles!
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Description of Roles: Primary Facilitator
Prior to meeting: Purpose of meeting Agenda for meeting State desired outcomes for meeting Assign roles for Scribe & Timekeeper
During the meeting: Responsible for beginning Drawing information from all members Processing information Aid in drawing conclusions & developing actions Keeping the meeting on track Contributing to the meeting
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Description of Roles: Scribe
During the meeting: Records proceedings of the meeting Provides feedback on what is recorded Checks for consensus Act as a secondary facilitator
After the meeting: Sends notes of the meeting
Minimal Notes: Date, time, location and attendees Actions completed, discussion points and decisions Task assignments and target dates
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Description of Roles: Time Keeper and Secondary Facilitator
Time Keeper During the meeting:
Keeps meeting on schedule Assist in keeping meeting on track Act as a secondary facilitator
Secondary Facilitator(s) Prior to the meeting:
Perform assigned tasks During the meeting:
Actively contribute to the meeting Volunteer to take on assignments
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Creating an Agenda
Send out an agenda a few days or a week in advance State location, time, and date of the meeting clearly State why the meeting is necessary Define the objectives of the meeting List individuals who will be holding key roles to make
the meeting happen Define required attendees List topics covered during the meeting and who will
present them List any materials you would like attendees to bring Example Agenda
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Provide Supporting Information
Do Don’t
Provide enough information for people to form ideas, suggestions, or comments about a topic.
Do not assume that everyone wants a copy of large reports or specifications.
Provide URLs rather than paper copies when possible.
Do not provide materials with no relation to the agenda.
Summarize a large report or spec. in an outline; highlight major points of large documents.
Do not send documents with a heavy technical base. You may need to save those to explain in the meeting.
GIVE YOUR ATTENDEES ENOUGH TIME TO REVIEW INFORMATION!!!
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Informing Participants
Inform attendees of the meeting Be sure to include the agenda and supporting
information Clearly state when and where the meeting will occur Be sure to inform individuals invited to the meeting
why they were asked to attend the meeting
Example Email Invitation to a meeting
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Meeting Structure: During the Meeting Start on time Be sure to encourage participation Keep meeting moving forward Keep accurate record of the meeting
Seems minor, but VERY IMPORTANT Create a template to ensure continuity between
recorders Engineering Notebook
Meet previously stated objectives Make decisions End meeting with a motivational note or challenge End on time
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The Engineering Notebook
Blow-by-Blow Documentation Corner of page
Date & time Location Personnel present
Title of task Experimental conditions, equipment ID numbers Blow-by-blow record of process Sketches of experimental setup / design Summarize major decisions / results
Single line ends an activity, Double line ends day
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Meeting Structure: After the Meeting
Archive meeting documents Send out meeting minutes Check on any action plans determined during the
meeting
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References
1. "What to Do before A Meeting." OQI/ORHD Academic Leadership Support. The University of Wisconsin Madison, 2007. Web. 2 Sept. 2011. <https://www.ohrd.wisc.edu/AcademicLeadershipSupport/LeadMeetings/ResponsibilitiesoftheChair/Whattodobeforeameeting/tabid/111/Default.aspx>.
2. “IENG 471 – Teaming and Effective Meetings” by Dr. Dean Jensen3. “Project Meetings and Management” by Dr. Dean Jensen4. “IENG 464/465 Senior Design – Engineering Notebook Maintenance” by
Dr. Dean Jensen
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Questions