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