Conducting a Professional and Effective Meeting Britni Saunders LPA Training Program Director, INDOT Event Date

Purpose and Objective Purpose To train and share information to be used to improve utility coordination during project delivery Objective By the end of this section, you should understand: What causes meetings to be ineffective 7 Tips for Better Meetings How to apply those tips toward improving utility coordination on projects

“Sudden Twists, Surprise Endings”

The Bad News Starting a 6-person meeting 15 minutes late = 90 minutes of work time wasted Most professionals who meet on a regular basis admit to…

The Good News

7 Tips for Better Meetings 1 1 Define purpose. Reasons to have a meeting: To make a decision. To solve a problem. To share critical information or training. To celebrate achievement. Reasons NOT to have a meeting: It’s not necessary. Not enough time to prepare or timing isn’t right. Key people are unavailable. Cost outweighs benefits.

7 Tips for Better Meetings Define objective. 2 2 What should be done differently after the meeting? Begin with the end in mind! “By the end of the meeting, I want the group to…” Define your objectives to better plan your agenda. The more concrete your objectives are, the more focused your agenda will be. This provides a way to measure the success of the meeting and allows you to continuously improve your meeting process.

3 3 7 Tips for Better Meetings Create an agenda. (Based on purpose and objectives) Topics for discussion Communicates important information such as: Presenter/discussion leader for each topic Time allotted for each topic Who is invited, where and when the meeting will be Assign the scribe

7 Tips for Better Meetings 4 4 Be on-time & prepared to begin.  Arrive a few minutes early.  Late arrivers should phone ahead.  Leader should start on time and not wait for late arrivers.  Have enough materials for each attendee & a few extras.  Participants should come prepared based on the advanced agenda.  Ensure the scribe is prepared to take minutes & key action items.  Circulate a sign-in sheet.  Facilitate introductions- don’t assume everyone knows each other.

7 Tips for Better Meetings 5 5 Facilitate professionalism & effective dialogue. Professionalism: Image & Conduct Image: Dress appropriately & professionally, no matter your role. Conduct: Act appropriately & professionally to get the most of everyone’s time. ALWAYS: - Give your attention to the speaker and avoid side conversations - Pay attention to body language - Acknowledge points and express appreciation for constructive input - Raise your hand to ask a question - Encourage problem-solving dialogue NEVER: - Bring unannounced guests. - Be redundant to take credit - Escalate your voice to talk over someone - Interrupt someone while they are speaking - Create an environment where others are afraid to ask questions Everyone’s busy. Turn your phone off.

6 6 Be a great leader. Eliminate intimidation & fear Watch out for meeting dominators Be vulnerable Seek the truth Thank participants for good ideas and offering contrasting opinions professionally Win through others; think like a coach Draw out the opinions of everyone 7 Tips for Better Meetings

7 7 Set everyone up for success after the meeting. ACTION ITEMS: Assigning action items before the meeting is adjourned helps to… Assure completion Set dates for follow-up Everyone complete tasks assigned to them as expeditiously as possible MEETING NOTES: Recording and distributing notes within 72 hours after the meeting helps to… Use for future reference Prepare for upcoming meetings Capture responsibilities, outcomes, problem solving ideas, etc. 7 Tips for Better Meetings

Application to Utility Coordination Difficult coordination requires successful communication Successful communication starts with effective meetings Best laid plans are doomed to failure without good communication with ALL parties involved Value input -Involve utilities EARLY -Listen closely to problems to understand a solution -Consider all solutions offered -First approach should be to avoid utilities when feasible -Weigh the costs and benefits of each Take good notes/minutes - Valuable reference later on for solutions and agreements reached

Application to Utility Coordination Give utilities a reason to be there Outline activity related goals on agenda Approach as a partnership Discuss alternatives, not “Here are the plans, now move.” See endorsement from all parties on the plan

By the Numbers What makes a successful meeting? How to get the most out of your meeting Want to keep people’s attention during meetings? HAVE SHORTER MEETINGS! Get to the point already 91% 84% 73% 64% 0-15 min15-30 min min45+ min I’m leaned forward, all ears. What are you wearing? I’m playing Words with Friends. Please save me.

By the Numbers MEETING ENGAGEMENT as a function of who’s talking SPEAKS 35% of the time LISTENS 65% of the time When the PRESENTER does most of the talking Attendees have a hard time getting a word in THE BEST MEETINGS OCCUR WHEN THE ORGANIZER: GUESTS do most of the talking 92% GUESTS do most of the talking Attendees participate in the conversation

By the Numbers Meeting Follow-Up Keep your decks short if you want people to read them! A deck is any slideshow, proposal, contract or follow-up material Assuming it takes 15 minutes to create one slide SHORT DECK 1 to 20 pages MEDIUM DECK 20 to 40 pages LONG DECK more than 40 pages IT CAN TAKE UP TO 5 HOURS TO CREATE A DECK THIS SIZE IT CAN TAKE UP TO 10 HOURS TO CREATE A DECK THIS SIZE IT TAKES WAY TOO LONG TO CREATE A DECK THIS SIZE FOR EVERY 100 SENT ABOUT 40 ARE READ FULLY FOR EVERY 100 SENT ABOUT 25 ARE READ FULLY FOR EVERY 100 SENT ABOUT 14 ARE READ FULLY

By the Numbers When to Follow-Up Not all decks will be viewed, but of those that are… 13%33%62%69% Are opened within the FIRST 5 MINUTES Are opened within the FIRST HOUR Are opened within the FIRST DAY Are opened within the FIRST 2 DAYS Average amount of time spent reading each page of a deck 52 SECONDS IF THE DECK IS 1-10 PAGES 35 SECONDS IF THE DECK IS PAGES 10 SECONDS IF THE DECK IS 100+ PAGES Is your deck being forwarded? RECIPIENTS FORWARD DECKS ABOUT 10% OF THE TIME.