hosting effective online meetings, part 2
DESCRIPTION
This is part 2 of a two part workshop on Hosting Effective Online Meetings. Part 1 covers what works, what doesn't and offers an online meeting technologies starter kit. Part 2 covers a Strength-based Meeting management Tool. The workshop was collaboratively developed by LaDonna Coy and Stephanie Nestlerode. Handouts and links are posted on a wiki page. http://technologyinprevention.wikispaces.com/Texas+Coalition+WebinarsTRANSCRIPT
HostingEffective
Online Meetings
Stephanie Nestlerode LaDonna Coy Omega Point International, Inc. Learning for Change, Inc.
September, 2009
Part 2Strength-based
Meeting Management Tool
Debrief technology plans
What are you planning to do online?
Part Two
Meetings by
Design
The PLANC
The Five
Why’s
Why?Why?Why?Why?Why?
When a meeting is high functioning, what’s happening?
What do you see, hear, feel?
What are the specific behaviors you witness?
What kind of energy field do the behaviors create?
What encouraged the behaviors to show up?
Were they planned?
What created the container?
What created the conditions for success?
Who created the conditions?
Was it by design or by accident?
Designing Meetings
for Success
Where to Start?
With the end in mind ….. What are the outcomes you want to achieve?
In terms of relationships?
process outcomes
In terms of goals?
content outcomes
What are your beliefs about how the meeting outcomes can be achieved?
What are you assuming?
Based on what data?
What are your intentions for what will be accomplished in the meeting?
The Agenda
Who, what, where, when and why
What actions need to be taken to prepare for the meeting?
Develop and implement the PLANC
The Meeting
The Meeting
Why are we meeting?
What are the
Expected Outcomes
The Meeting
Begin here!
What meeting design will produce the desired
outcomes?
What are strengths to build upon?
What are the challenges?
Why are we meeting?
Whose voice needs to be
represented?
What are the Expected Outcomes
The Meeting
Begin here!
What meeting design will produce the desired
outcomes?
What are strengths to build upon?
What are the challenges?
What will be covered on
the agenda?
Who will lead the meeting?
What data will be provided in advance?
Why are we meeting?
What are the
Expected Outcomes
The Meeting
Begin here!
What meeting design will produce the desired
outcomes?
What are strengths to build upon?
What are the challenges?
What will be covered on
the agenda?
Who will lead the meeting?
What data will be provided in advance?
Why are we meeting?
What are the
Expected Outcomes
The Meeting
Begin here!
What meeting design will produce the desired
outcomes?
What are strengths to build upon?
What are the challenges?
What will be covered on
the agenda?
Who will lead the meeting?
What data will be provided in advance?
Why are we meeting?
What are the
Expected Outcomes
The Meeting
Begin here!
Omega Point’s Learning Template
Think of a regular meeting that you’d like to improve.
If your team was an animal, what animal would it be?
PROCESS
People issues
Feelings of Engagement, Respect, Possibility, Trust, Decision-making Authority, Accountability
CONTENT
Topic issues
Questions of purpose, data,
systems, goals, objectives, strategies, timelines, reporting
requirements
Two Sides
of the
Same Coin
Process Content
Which side of the coin presents the most challenges for you?
Poll
P urpose
PLANC MEETING MANAGEMENT TOOL
L ogistics
P urpose
PLANC MEETING MANAGEMENT TOOL
A genda
L ogistics
P urpose
PLANC MEETING MANAGEMENT TOOL
N ext Steps
A genda
L ogistics
P urpose
PLANC MEETING MANAGEMENT TOOL
C ritique
N ext Steps
A genda
L ogistics
P urpose
PLANC MEETING MANAGEMENT TOOL
unique team contribution
Why?
diverse perspectives
Who?
Logistics
People
Time
Place
AGENDA
Content
Lead
Process
Lead
NEXT STEPS
Who?
What?
Where?
When?
CRITIQUE the
MEETING
What worked?
What might be changed?
How well were roles utilized?
Poll
How is itDifferent?
How is itDifferent?
If you serve as a Team LeadClick on the green check mark.
Is there
shared leadership
for all the tasks involved in creating a successful meeting?
How is itDifferent?
If you serve as a Team LeadClick on the green check mark.
Roles
HostConvener
Real-timeScribe
Timekeeper
ContentLead
LogisticsLead
Process Lead
Social MediaLead
Chat Spanner
PLANC
All focus on
responsible
attentive
focused
Every Partner
tracks tasks
listens for threads
reflects on progress
agenda
ContentLead
designs conversations
facilitates
reflects on team dynamics
co-creates agenda
Process Lead
Checking Calendars
Time
Place
LogisticsLead
HostConvener
Invites
Sends Reviews Agenda
Welcomes
Reviews Planc’d Agenda
Gives context and voice
Tracks Time
& Due Dates
Timekeeper
Issues
Decisions
Commitments
Learnings
Critique
Real-timeScribe
Type hereDiscussion Area
Captures conversation in the chat log
Chat Spanner
Social MediaLead
Supports Collaborative On-Line Efforts
What questions do you have about the PLANC Roles?
What other roles might be helpful?
Everything that Enables, Disables Also
Everything that Disables, Enables Also
Source: Paul Underwood, Native American Wisdom Keeper
Anticipate change well in advance of its arrival (see the past, present and future at a glance)
Good at organizing tasks and people (cover the details and equip staff for success)
Always checking out alternative possibilities (hold the door open for new ideas)
Grow and develop in challenging circumstances (apply lessons learned to current reality)
Source: Paul Underwood, Native American Wisdom Keeper
CRITIQUE the
MEETING
What worked?
What might be changed?
How well were roles utilized?
Photo Citations• Shimmering reflections
http://www.flickr.com/photos/pagedooley/2577006675/• Hourglass http://www.flickr.com/photos/aidanmorgan/2331754875/• Purpose http://www.flickr.com/photos/mag3737/2555523620/• Logistics http://www.flickr.com/photos/24847875@N05/3365692726/• Social Media ROI
http://www.flickr.com/photos/intersectionconsulting/3598356119/• RNA http://www.flickr.com/photos/ethanhein/2250889077/• Rainbow http://www.flickr.com/photos/jakerome/3065903183/• Scribe http://www.flickr.com/photos/jefka/3815056107/• Open http://www.flickr.com/photos/cquarles/3340476607/• Question mark
http://www.flickr.com/photos/24350382@N07/2949435839/