Meeting Skills

Meeting Skills Processes (how) Roles (who) Aimed & Timed Agendas (what)

Phases & Processes Making decisions Managing time Sharing leadership Pre-meeting plan In meeting focusing on aims working on aims setting up next actions Post-meeting follow through Making decisions Managing time Sharing leadership Listening Managing conflict Giving feedback Learning Having fun

Process (How): Meeting Rules Agree on HOW you will work with each other during a meeting How do you encourage participation by all? How do you learn to listen to each other? Ground Rules help change how individuals interact with each other Contributes to positive flow Helps keep meetings effective

Lung Center Ground Rules No sidebars or social conversations; only one person speaks at a time (10) Be prepared (9) If you oppose, you must propose (8) Start and end meetings on time (7) Practice not interrupting each other (7) Participate in the meeting and not in the hall (7) Speak to the agenda item being discussed (7) Everyone participates (7) Work to include other’s ideas (6) Try not to repeat the same points--even for the emphasis you hoped for the first time you said it and didn’t get (6)

Meeting Roles (Who) Why have meeting roles? Helps members of an interdisciplinary team become more aware of their work together Helps team members become more skilled in meeting tasks Shares the load

Roles: Leader Keeps the meeting productive and effective Prepares agenda May need to do “work before the work” if it is a problem-solving meeting or one with a flexible agenda Helps group move through agenda Elicits participation from all group members Also participates in group decisions

Roles: Recorder Responsible for the meeting notes Notes progress of meeting Entire group is responsible to be sure the record is correct Keeps aware of next steps / To Do items and lists them Assures that all To Dos have a person assigned to them If an item remains on the To Do list, asks what the specific timetable is and records it Keeps a “parking lot” of future issues / ideas / projects

Roles: Timekeeper Keeps the meeting efficient Keeps group members aware of their use of time Verbally announces when time is nearing an end for each agenda item

Roles: Facilitator Keeps the process on track and monitors the process Doesn’t let one person talk more or interrupt others Makes sure everyone speaks and pays attention Doesn’t let people repeat things Doesn’t let people drone on / wander off task Helps the group stick to their ground rules for the meeting

Aimed and Timed Agendas (What)

Aimed and Timed Agendas (What) Review roles: leader, recorder, timekeeper, facilitator Review agenda and determine time for each item Be sure agenda items speak to the aim of the meeting Work through agenda items Plan next actions & next agenda Who will do what off line & aims for next meeting Evaluate the meeting What went well, what could improve