Meeting Facilitation: Turn Hate to Love Presenters: Julie Hartmann Repayment and School Servicing Manager, College Foundation Inc. Fall Conference November 6 - 8, 2017

Why do we dread meetings? Nothing gets accomplished Meaningless conversations; rehashing old topics; boring format Meetings run longer than planned Decisions get made – but nobody remembers what they are Tend to get in the way of ‘real work’ Fall Conference April 9 - 12, 2017

Why should we listen to you Julie? Fall Conference April 9 - 12, 2017

Meetings with Intention Require Facilitation: Time and attention outside the meeting room Defined Rules of Engagement Focus on the overall objectives Fall Conference November 6 - 8, 2017

Facilitation leads to: Focus Fall Conference November 6 - 8, 2017

Outside the Meeting Room: Planning Effective Facilitation Begins and Ends OUTSIDE of the meeting room Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Prior to the Meeting What do you want to achieve with this meeting? Who should be included? Do we need a formal agenda? Do I need to provide anything to the participants in advance? If yes – how far in advance? Do I need to bring any materials to the meeting? Do we need a note taker? Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Prior to the Meeting If you are ATTENDING a meeting: What is the goal of this meeting? Do I need to prepare prior to the meeting? Do I need to bring anything with me to the meeting? Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Rules of Engagement Effective meetings CANNOT HAPPEN without: Defined goals Rules established to meet goal Meeting ‘leader’ Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Meeting Goals Discuss something that went wrong, determine how to avoid future situations Plan a future event or future change in process Share information between different functional areas Gather input from a cross-functional team Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Meeting Rules Meeting Start and End Time Who gets to speak and when Physical location of meeting attendees Topic of discussion Who gets to make decisions Who is documenting the meeting Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Meeting ‘Leader’ Facilitates the meeting by: Holding group members accountable to rules and goals Ensuring all team members are heard and accounted for Ensuring the meeting decisions and discussion are documented appropriately Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 After the Meeting Be sure to: Take notes and share with meeting group Schedule follow-up meetings Solicit feedback from group participants about the meeting Reflect on what worked and what didn’t Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Points to Ponder: Effective meeting facilitation often requires time outside of the actual gathering Clearly defined rules are a ‘must have’ Meeting documentation is essential to avoid ‘repeat meetings’ and wasted effort Facilitation requires active listening and engagement of all participants Fall Conference November 6 - 8, 2017

Fall Conference November 6 - 8, 2017 Final Thought: Fall Conference November 6 - 8, 2017

Please visit them and let them know how much you appreciate it. NCASFAA would like to thank our Professional Affiliates for their support. Please visit them and let them know how much you appreciate it. Fall Conference November 6 - 8, 2017