productive meetings by lean
TRANSCRIPT
May 2, 2023 www.leanteamsusa.com
Robert BairdPresident
+1 215 353 0696
Productive Meetings By Lean
30Min Exchange of Solutions
May 2, 2023 www.leanteamsusa.com 2
We all know most meetings are
Inefficient
May 2, 2023 3
70%Unproductive
Are
May 2, 2023 4
Too many subjectsNo agenda
No meeting structureAUTOMATICALLY scheduled for an hour
Attendees come unpreparedArrive late end late
Unnecessary story tellingUnnecessary attendees
HUGE POWERPOINT DECKSPeople are using internet
daydreaming
Current conditions
NON VALUE-ADD
May 2, 2023 www.leanteamsusa.com 5
SMEDVISUAL MANAGEMENT5SWASTE REDUCTIONFLOWCHART
RecommendationMeeting design with Lean TOOLS
May 2, 2023 6www.leanteamsusa.com
30Min Exchange OF SOLUTIONSNEW MEETING FORMAT
TRANSFORMATIONAL LEADERSHIP
May 2, 2023 www.leanteamsusa.com 7
MEETING RULES30 MINUTES
STANDARDIZED AGENDA SENT PRIOR TO MEETINGEACH ATTENDDEE has 5 MINUTES
assigned TIMEKEEPERMUST BE PREPARED with SOLUTIONS
TIME TO PREPARE AGREED BEFORE MEETING DATE SETArrive ON TIME end ON TIME
NO story telling WE BELIEVE YOU only attendees RESPONSIBLE FOR OBJECTIVES
NO POWERPOINT NO CONNECTION TO INTERNET DEVICES
NO PROJECTORVISUAL MANAGEMENT LOCATION FOR CURRENT STATE
TRUST
May 2, 2023 8
CONVERT MEETING SUMMARY TO MEETING AGENDA:- WHO IS RESPONSIBLE FOR EACH OBJECTIVE- OBJECTIVE TARGET DATE- OBJECTIVE SCOPE (FLOWCHART) ATTENDEE RESPONSIBILITY- MUST PREPARE SOLUTION SUMMARY BEFORE MEETING
DATE- IDENTIFIES KEY INPUTS- 5 MINUTE SUMMARY OF HOW TO MEET OBJECTIVES
SMEDConvert internal to external
THINK VALUE-ADD
May 2, 2023 www.leanteamsusa.com 9
VISUAL MANAGEMENTKEY INPUT CURRENT STATE
ALL MEETINGS HAVE A FLOWCHART:- ATTENDEES COMPLETE INPUTS BEFORE MEETING
- CURRENT AND FUTURE STATE INPUT MEASURES- CURRENT AND FUTURE STATE OUTPUT MEASURES
FLOWCHART VISUAL- RESPONSIBILITY OF MEETING LEADER TO:
- SUMMARIZE, FORMAT, AND DISTRIBUTE, AFTER MEETING
FOCUS ON INPUT IMPROVEMENT
May 2, 2023 www.leanteamsusa.com 10
5SSORT:- ATTENDEE LIST- REMOVE CHAIRS- MEDIA
- INTERNET FREE- COMPUTER FREE- PHONE FREE
STRAIGHTEN:- MEETING FLOWCHART LOCATION/STATION- ORDER OF PRESENTERS IDENTIFIEDSTANDARDIZE:- ESTABLISH 30MIN EXCHANGE OF SOLUTIONS RULESSUSTAIN- MEASURE MEETING EFFECTIVNESS
CONTINUOUSLY IMPROVE
May 2, 2023 11www.leanteamsusa.com
NEW MEETING FORMAT30Min Exchange OF SOLUTIONS
BASED ON:- WHAT IS REALLY VALUE-ADD- CAPABILITIES OF ATTENDEES- TRANSFORMATIONAL LEADERSHIP- PURPOSE
From Lean Teams USA
Contact Us • Lean Teams USA Lean Consulting
• View My Profile on LinkedIn
• Lean Teams USA +1 215 353 0696
May 2, 2023 www.leanteamsusa.com 12