ideas to go
DESCRIPTION
Ideas To Go. Meetings that Get things Done. Agenda. Defining ‘Effective’ Preparation Facilitation Follow up. Why Meet?. Can all of these be accomplished in one meeting ?. Meeting type mirrors Purpose. Information Gathering Information Sharing / Status Team Building Planning - PowerPoint PPT PresentationTRANSCRIPT
MEETINGS THAT GET THINGS DONE
Ideas To Go
Agenda
Defining ‘Effective’PreparationFacilitationFollow up
Why Meet?
Share informatio
nCollect
information
Identify problem(s
)
Solve problem(s)
Team Building
Build concensus
Can all of these be accomplished in one meeting?
Meeting type mirrors Purpose
Information GatheringInformation Sharing / StatusTeam BuildingPlanningBrainstormingProblem SolvingSpecialty
Project specific – BPR, JAD, etc. Deliverable / document review/approval Training/retreat
What is an effective meeting?
Minimal Distraction
Feeling of Accomplishme
nt
Time Well Spent!
What is an effective meeting?
Participants leave feeling like
something was accomplished
Goals are met (purpose)
Participants are engaged
Achieving effective meetings
1. Know the purpose, write it down2. Carefully choose the participants
1. Roles
3. Have an agenda4. Timely Invitations
1. Published purpose2. Published agenda
5. Ensure participants are well prepared6. Ensure YOU are prepared
Achieving effective meetings
Know the purpose, write it down
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
If you can’t write it down then maybe you aren’t clear why you are having the meeting
Make sure everyone has their eyes on the prize
Set expectations for participants What they can expect What you expect
Purpose
Achieving effective meetings
Carefully choose the participants
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
Only those who are necessary to achieve the purpose
Participants who know why their presence is important are more likely to be engaged
The larger the group, the less likely to find consensus
Build trust and confidence that you will not waste their time
Participants
Achieving effective meetings
Have an agenda
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
ALWAYS have an agenda! Formal vs. Informal
Lets participants know what to expect
Ensures they understand why they are invited
Helps them prepare
Agenda
Achieving effective meetings
Timely Invitations
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
Invites are always written Can use tech tools (Groupwise
Calendar) Busy search Back-to-back meetings
Include your purpose and agenda of topics
Timing based on audience, criticality and decorum
Invite sent at 4pm for 10am tomorrow?
Invite to VP’s and management with 24hrs notice?
Invites
Achieving effective meetings
Ensure participants are well prepared
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
Invites include purpose and agenda
A few sentences of introduction beyond the bullets in the agenda
Background documents attached
Set clear expectations about participation levels
“Out of respect for YOUR time - This meeting will start PROMPTLY at the appointed time”
Engaged Participants
Achieving effective meetings
Ensure YOU are prepared
1. Know the purpose, write it down
2. Carefully choose the participants
3. Have an agenda4. Timely Invitations5. Ensure participants
are well prepared6. Ensure YOU are
prepared
Know what you want to get out of the meeting
Make sure the right people are there
Know the material you are presenting
Make sure everyone has what they need to contribute in a meaningful way
Be Prepared
My meetings are ‘informal’, do I need all this?
An informal setting or tone can be a very productive method to get people engaged
Don’t confuse ‘informal’ with sloppyCourtesy and professionalism still applyPurpose, Agenda, Invite always requiredIf you can’t commit to this preparation, why
should anyone else come prepared to participate?
Common elements
Robert’s Rules of Order Bob’s Basic etiquette
Communication
Meetings are ultimately about communication
Whether collecting, sharing or problem solving, meeting effectiveness hinges on communication
PreparationRoles (scribe, facilitator, expert, etc.)Understanding small group communication
The Science of Communication
Person sending message ‘encodes’ itPerson receiving message ‘decodes it’Model is true for ALL Communication
Written Verbal Computer modems Cable boxes Body Language Secret Decoder Rings
All Communication has NOISE
Speaker to Audience Dialogue
1 speaker, 3 listenersCommunication is 1-way
1 encoder, 3 decoders4 possible interpretations
4 participantsCommunication is 2-way
12 encoders, 12 decoders6 Communication
pathways N (N-1) / 2 *Project Mgt Institute
The Math of Communication
The Art of Communication
Know your purpose and goalsKnow your audienceKnow your topicPredict reactionsEncourage participation; manage the roomPreparation, preparation, preparation
Participant Roles
SponsorOrganizerFacilitatorSubject Matter ExpertStakeholdersScribe
Facilitating Meetings
Focus the discussion - minimize distractions Maintain focus on agenda topics Avoid tangents
Ground Rules (Bob’s Basic Etiquette) One meeting!! Cells and tablets
Facilitator need not be the expertOther roles that support the facilitatorEgg Timer for debateParking lot, gavel, action items, others?
Tools appropriate for meeting type and purpose
Facilitation Techniques
ParaphraseConfirm understandingPositive feedbackExpandRelieve tensionConsolidate / summarize
Adjourn
SummarizeReview Action Items\ parking LotThank youFollow-up
Next meeting? Assignments Parking lot Minutes (Notes)
Minutes
Need not be formalNot a transcriptSummarize discussion pointsDocument and publish action items and
parking lot24 hr target to publish“I don’t publish minutes b/c nobody reads
them...”
Open Dialogue
http://www.effectivemeetings.com/meetingbasics/index.asp http://www.mindtools.com/CommSkll/RunningMeetings.htm http://managementhelp.org/blogs/team-performance/2010/04/09/ten-reasons-why-meetings-fail/ http://www.businessweek.com/stories/2006-09-26/how-to-run-a-meeting-like-google