MEETINGS THAT GET THINGS DONE Ideas To Go

Agenda Defining ‘Effective’ Preparation Facilitation Follow up

Why Meet? Share information Collect information Identify problem(s) Solve problem(s) Team Building Build concensus Can all of these be accomplished in one meeting?

Meeting type mirrors Purpose Information Gathering Information Sharing / Status Team Building Planning Brainstorming Problem Solving Specialty  Project specific – BPR, JAD, etc.  Deliverable / document review/approval  Training/retreat

What is an effective meeting? Minimal Distraction Feeling of Accomplishment Time Well Spent!

What is an effective meeting? Participants leave feeling like something was accomplished Goals are met (purpose) Participants are engaged

Achieving effective meetings 1. Know the purpose, write it down 2. Carefully choose the participants 1. Roles 3. Have an agenda 4. Timely Invitations 1. Published purpose 2. Published agenda 5. Ensure participants are well prepared 6. Ensure YOU are prepared

Achieving effective meetings Know the purpose, write it down 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared If you can’t write it down then maybe you aren’t clear why you are having the meeting Make sure everyone has their eyes on the prize Set expectations for participants  What they can expect  What you expect Purpose

Achieving effective meetings Carefully choose the participants 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared Only those who are necessary to achieve the purpose Participants who know why their presence is important are more likely to be engaged The larger the group, the less likely to find consensus Build trust and confidence that you will not waste their time Participants

Achieving effective meetings Have an agenda 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared ALWAYS have an agenda!  Formal vs. Informal Lets participants know what to expect Ensures they understand why they are invited Helps them prepare Agenda

Achieving effective meetings Timely Invitations 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared Invites are always written Can use tech tools (Groupwise Calendar)  Busy search  Back-to-back meetings Include your purpose and agenda of topics Timing based on audience, criticality and decorum Invite sent at 4pm for 10am tomorrow? Invite to VP’s and management with 24hrs notice? Invites

Achieving effective meetings Ensure participants are well prepared 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared Invites include purpose and agenda A few sentences of introduction beyond the bullets in the agenda Background documents attached Set clear expectations about participation levels “Out of respect for YOUR time - This meeting will start PROMPTLY at the appointed time” Engaged Participants

Achieving effective meetings Ensure YOU are prepared 1. Know the purpose, write it down 2. Carefully choose the participants 3. Have an agenda 4. Timely Invitations 5. Ensure participants are well prepared 6. Ensure YOU are prepared Know what you want to get out of the meeting Make sure the right people are there Know the material you are presenting Make sure everyone has what they need to contribute in a meaningful way Be Prepared

My meetings are ‘informal’, do I need all this? An informal setting or tone can be a very productive method to get people engaged Don’t confuse ‘informal’ with sloppy Courtesy and professionalism still apply Purpose, Agenda, Invite always required If you can’t commit to this preparation, why should anyone else come prepared to participate? Common elements Robert’s Rules of Order Bob’s Basic etiquette

Communication Meetings are ultimately about communication Whether collecting, sharing or problem solving, meeting effectiveness hinges on communication Preparation Roles (scribe, facilitator, expert, etc.) Understanding small group communication

The Science of Communication Person sending message ‘encodes’ it Person receiving message ‘decodes it’ Model is true for ALL Communication  Written  Verbal  Computer modems  Cable boxes  Body Language  Secret Decoder Rings All Communication has NOISE

Speaker to Audience Dialogue 1 speaker, 3 listeners Communication is 1-way 1 encoder, 3 decoders 4 possible interpretations 4 participants Communication is 2-way 12 encoders, 12 decoders 6 Communication pathways N (N-1) / 2 *Project Mgt Institute The Math of Communication

The Art of Communication Know your purpose and goals Know your audience Know your topic Predict reactions Encourage participation; manage the room Preparation, preparation, preparation

Participant Roles Sponsor Organizer Facilitator Subject Matter Expert Stakeholders Scribe

Facilitating Meetings Focus the discussion - minimize distractions  Maintain focus on agenda topics  Avoid tangents Ground Rules (Bob’s Basic Etiquette)  One meeting!!  Cells and tablets Facilitator need not be the expert Other roles that support the facilitator Egg Timer for debate Parking lot, gavel, action items, others?  Tools appropriate for meeting type and purpose

Facilitation Techniques Paraphrase Confirm understanding Positive feedback Expand Relieve tension Consolidate / summarize

Adjourn Summarize Review Action Items\ parking Lot Thank you Follow-up  Next meeting?  Assignments  Parking lot  Minutes (Notes)

Minutes Need not be formal Not a transcript Summarize discussion points Document and publish action items and parking lot 24 hr target to publish “I don’t publish minutes b/c nobody reads them...”

Open Dialogue