EFFECTIVE MEETINGS LEADERS CAN EITHER INSPIRE PEOPLE IN MEETINGS OR DRAIN THEIR ENERGY Presented by Jocelyne April

Who Am I?

Objectives:  Effective vs Dysfunctional Meetings  Purpose of Meetings  Meeting Types  Planning a Meeting  Orchestrating a Meeting  Decision Making  Meeting Challenges  Close  Follow-up

Effective vs Dysfunctional Meetings Effective Meetings  Dynamic  Passionate  Focused  Engaged  Productive  Energizing  Extract the collective wisdom of the team Dysfunctional Meetings  Waste Time  Waste Energy  Painful  Unproductive  Tedious  Lead to bad decisions  Results in mediocrity

Purpose of Meetings  Daily Check In Meeting  Weekly Tactical Meeting  Monthly Strategic Meetings  Quarterly Off-Site Meetings

Meeting Types  Information exchange  Critical Thinking (analysis, goal setting, problem solving, decision-making)  Self awareness or conscious raising  Learning (topics and skills)  Creative thinking and generating new ideas (brain storming)  Accomplishing tasks (committees)  Strategic planning  Dispute resolution  Celebrations

Pre- Planning  WHY?  Do we need a meeting?  WHAT?  What is the purpose?  WHO?  Who needs to attend?  WHERE?  WHEN? “If you don’t know where you are going, any road will get you there” Lewis Carroll

Planning a Meeting  Determine Location  Develop Agenda  Determine Invitee List  Build a Knowledge Base prior to the meeting “By failing to prepare, you are preparing to fail.” ― Benjamin Franklin

Orchestrating a Meeting  Orchestrating the Meeting  Opening the meeting  Establishing Ground Rules  Time Management “If we are all in agreement on the decision - then I propose we postpone further discussion of this matter until our next meeting to give ourselves time to develop disagreement and perhaps gain some understanding of what the decision is all about.” Alfred P. Sloan

Challenges  Tips & Tricks  Interjecting in a Meeting  Saving a Doomed Meeting  Team Dynamics  Group Decision Making Process

Tips & Tricks As the Leader  If a participant strays from the agenda …  If someone interrupts …  If people are chatting …  If someone disagrees …  If the decision seems to be going down the wrong way …

Tips & Tricks As the participant  You find the speaker starts to ramble …  You find the point too vague …  You do not understand …  You have an idea …  You disagree …  You are confused …

Saving a Doomed Meeting  Kill agreement before it rears its ugly head  Use an authoritative voice to change the flow of the conversation

Team Dynamics  The Poor Leader  The Ego-Centered Prince/Princess (has a hidden agenda)  The Silent One  The Cynic  The Questionner  The Know-It-All  The Clown

Decision Making  Evaluate Alternatives  Identify Relative Values  Analyze all alternatives  Reach Decision/Make Recommendations  By Vote  By Consensus Take time to deliberate, but when the time for action has arrived, stop thinking and go in. Napoleon Bonaparte

Closing  Wrap-up/Summarize  Identify Tasks/Action Items  Evaluating  Next Meeting  Thank you

Follow-up  Minutes  What? Why?  Action

How to get good results from a meeting  Have a clear understood and agreed upon purpose  Be clear about who should attend and why  Have agenda available to everyone beforehand  Stick to the time frame  Consider various ways of sharing information  Have a decision-making process  Stay on topic  Define decisions reached  Establish need for follow-up

10 Reasons Why Meetings Fail 1. No agenda 2. No advance communication 3. Not encouraging participation 4. No time management 5. Allowing conflict to get out of control 6. Not reaching Consensus 7. Allowing sub meetings 8. Not controlling difficult behavior 9. Not summarizing actions 10. Not motivational

Questions?

"Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results.“ Andrew Carnegie