Standards and Certification Training Module A – Administrative A6. Productive Meetings and Appropriate Ballot Comments

Page  ASME 2013 ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments1 REVISIONS CHANGEDATE 1/31/14 First Edition

Page  ASME 2013 MODULE A COURSE OUTLINE A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing Codes and Standards A6. Productive Meetings and Appropriate Ballot Comments ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments2

Page  ASME 2013 LEARNING OBJECTIVES At the end of this module, you will be able to: Understand the ASME policies and procedures that apply to member conduct in meetings. Use the information presented to hold more productive meetings. Understand common individual and group pitfalls in meetings. Gain insight into how to make the most of your ASME meeting. Ensure that your ballot comments are in a constructive format. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments3

Page  ASME 2013 I. PRODUCTIVE MEETINGS ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments4

Page  ASME 2013 HOW TO HOLD PRODUCTIVE MEETINGS Objectives Agenda Attendees Procedures Participation Action ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments 5

Page  ASME 2013 ADVANCE PLANNING Why meet? –Give information –Get information –Drive action –Foster understanding How and where to meet? –Face to face –Video conference –Teleconference –Web meeting ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments6

Page  ASME 2013 MEETING ATTENDANCE Who should attend and why? Stakeholder (affected by development of standard) Special knowledge/ experience Decision maker(s)/Regulatory agencies Administrative personnel ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments7

Page  ASME 2013 MEETING PREPARATION Announce meetings in advance to encourage maximum attendee participation. Agenda with time targets for each item – Distribute in advance Plan and prepare advance materials – Pre meeting reading / background material – Preparation / assignments Prior to the meeting, ensure that all required meeting materials are available and equipment is in working order. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments8

Page  ASME 2013 STANDARDS AND CERTIFICATION Policies and Procedures CSP-10 Committee Meetings –selection of meeting location, requirements for meeting notices and locations and staff attendance. CSP-34 Tape Recording of Committee Meetings and Teleconferences by members or officers is prohibited. –Only the secretary, who is a member of ASME's staff, may be permitted to tape under certain guidelines. Procedures for ASME Codes and Standards Development Committees Section 6.2 Meetings. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments9

Page  ASME 2013 RUNNING THE MEETING Timing Can Be Everything Start your session on time Control time: estimate time per agenda item but be flexible Use well-defined short breaks to divide long meetings Keep it short ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments 10

Page  ASME 2013 RUNNING THE MEETING Create a positive environment –“Your attitude determines your altitude” Maintain an environment which is constructive, productive AND fun Appropriate humor is good –If you need a lightning rod, YOU are it ! –Use humor in good taste –Be aware of cultural differences Society Policy 15.9 on Discrimination and Harassment ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments11

Page  ASME 2013 RUNNING THE MEETING Participation is Key Encourage participation by all attendees Promote and stimulate discussion Focus on content not personalities Assist participants in expressing ideas Don’t talk down to or argue with participants Keep discussion on track Move unresolved items to a “Parking lot” Sense tempo - Stay within allotted time Handle all complaints ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments12

Page  ASME 2013 SOME COMMON ERRORS LEADER Lack of objectives, agenda, or planning Loss of control (or no leader) Too long — exceeded time limit Wrong people Few dominate meeting — lack of participation Lack of objectives, agenda, or planning Loss of control (or no leader) Too long — exceeded time limit Wrong people Few dominate meeting — lack of participation ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments13

Page  ASME 2013 SOME COMMON ERRORS PARTICIPANT CONDUCT Tardiness and absenteeism Not paying attention (are you sleeping?) Over or under participation (don’t hog the floor) Lack of preparation (homework - prepare notes) Attacking leader/participants (professionalism - focus on information) Tardiness and absenteeism Not paying attention (are you sleeping?) Over or under participation (don’t hog the floor) Lack of preparation (homework - prepare notes) Attacking leader/participants (professionalism - focus on information) ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments14

Page  ASME 2013 SOME COMMON ERRORS PARTICIPANT CONDUCT Side-tracking the discussion (ensure comments are relevant) Overt and blatant negativism (find one good idea) Fear of ridicule or embarrassment (set objectives) Unclear on future actions (ask for clarification) Side-tracking the discussion (ensure comments are relevant) Overt and blatant negativism (find one good idea) Fear of ridicule or embarrassment (set objectives) Unclear on future actions (ask for clarification) ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments15

Page  ASME 2013 MEETING WRAPUP And in the end... Review objectives to see if they have been met. Review assignments — who, what, when Discuss next meeting. FINISH ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments16

Page  ASME 2013 POST MEETING EVALUATION As a result of this meeting, who is to do what, when? Review the Minutes to ensure the Actions are highlighted. Gap analysis … Three part question – What should we do to improve our meetings ? – What should we not do ? – What should we do differently ? ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments17

Page  ASME 2013 II. APPROPRIATE BALLOT COMMENTS ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments18

Page  ASME 2013 BALLOT COMMENTS Many of the same behaviors identified in meeting participant conduct slides apply to commenting on ballots. –Comments should be businesslike, not discourteous or unprofessional. –Comments should only address the items out for ballot. –Comments shall never be used as a tool to attack or belittle others. –Comments should avoid blatant negativism. Comments posted on C&S Connect can be viewed by all S&C Staff and may eventually be viewed by parties outside the committee. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments19

Page  ASME 2013 BALLOT COMMENTS Examples of inappropriate ballot comments: –“I don’t like this section.” –“The font used in this ballot is not appropriate.” –Comments unrelated to proposed revisions. Examples of appropriate ballot comments: –Section 4.2.1(a) replace the word “varies” with “alternates” – (g), Repair - change "repairs shall" to "repaired slings shall” – (e): Remove. This is covered in (a). ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments20

Page  ASME 2013 BALLOT COMMENTS Per Codes and Standards Procedures –Disapproved votes should include an alternative action that will resolve their disapproved vote. –Disapproved votes accompanied by comments unrelated to the proposal under consideration, or without comments, shall not be further considered, are not required to be submitted for recirculation and shall be reported as “Disapproved without Comment”. –Comments that are not related to the proposal under consideration shall be documented and considered in the same manner as submittal of a new proposal. The submitter of the comments shall be so notified. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments21

Page  ASME 2013 BALLOT RESPONSES Per ANSI Essential Requirements, the committee must give responses to all comments received on a ballot. Examples of appropriate responses to comments: –“Committee agrees” and/or “comment accepted”, followed by proposed action. –“Committee disagrees” and/or “comment not accepted”, followed by reason for disagreement with comment. Examples of inappropriate responses: –“The committee found your comments non-persuasive.” –“You are the only one with this concern.” –“The committee did not agree with your comments.” without a reason given. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments22

Page  ASME 2013 MODULE SUMMARY Hold meetings or electronic conferences only when required, as determined by the standards committee or the Chair on behalf of the standards committee. Chairs can prepare for the meeting by developing an agenda or outline which leads to the achievement of the meeting’s objectives, ensuring that the right attendees are present. Leaders and members all play a role in a productive meeting - avoid the leader and participant pitfalls. Making appropriate and constructive comments on ballots saves the committee time and ensures that your comments are adequately considered by the committee. ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments23

Page  ASME 2013 REFERENCES Codes and Standards Procedures ction=7609 −Section 6.2 Meetings −Section 7.2 Approval of Standards Action Codes and Standards Policies –CSP-10 Committee Meetings –CSP-34 Tape Recording of Committee Meetings and Teleconferences –Procedures for ASME Codes and Standards Development Committees Section 6.2 Meetings. ASME Society Policies policies?cm_re=Governance-_-Left%20Navigation-_-ASME%20Society%20Policies –Society Policy 15.9 Against Discrimination (Including Discriminatory Harassment). ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments24

Page  ASME 2013 REFERENCES AND ADDITIONAL RESOURCES ANSI Essential Requirements: Due process requirements for American National Standards American%20National%20Standards/Procedures,%20Guides,%20and %20Forms/2013_ANSI_Essential_Requirements.pdf ADDITIONAL ASME RESOURCES ASME Career Center Podcast on Managing Meetings ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments25