Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings

Different types of meetings Informational or instructional meetings 1-way flow of information Other meetings require participation, problem solving or are project oriented 2-way flow of information Combination of informational and participatory meeting Planning Effective Meetings

Is the meeting to: Look at a particular problem and seek a solution, then dissolve group (ad-hoc) Have a departmental meeting – ongoing or looking at a single problem (natural work group) Have a cross-functional group meeting – could be ongoing or ad-hoc

Planning Effective Meetings Basic Meeting Elements: Must have purpose Identify an outcome Course of action, direction (agenda) Information – Providing & gathering Discussion Planning Decision making

Planning Effective Meetings Common Problems Getting off the subject No goals or agenda Too lengthy Poor and inadequate preparation Inconclusive Disorganized Ineffective leadership/lack of control Irrelevance of information discussed Time wasted during meetings Starting late Not effective for making decisions Interruptions from within and without Individuals dominate Rambling, redundant, or digressive discussion These problems can easily be avoided!

Planning Effective Meetings People need to know: The type of meeting they will be attending Why it’s important they attend Why the meeting is necessary Will they be involved in decision-making What potential outcome is expected

Planning Effective Meetings Location – Easily accessible, participants familiar with location Adequate space – comfort level, free of distractions Room arrangement – the participants’ role should determine seating arrangement Examples: U-shaped, Classroom

Planning Effective Meetings Notify participants – allow plenty of notice for participants to put it on the calendar Meeting Time – set a time good for most people, allow for travel Multiple shifts – Combine shifts, go to each shift (don’t want to leave anyone out)

Planning Effective Meetings Be cognizant of other events occurring Materials for participants – best to have more materials than not enough Equipment available – computer, projector, flip chart or white board, markers, etc. Do participants need to bring anything?

Planning Effective Meetings Agendas are needed and important, should be sent before meeting Anticipate questions, discussion or no participation, no discussion Consider potential outcomes Is there enough information for the meeting Do you need to remind people to bring information

Planning Effective Meetings Allow enough time for all items on the agenda Meeting length may not be what it appears – Ex. Two hour meetings are not two hours Better to allow more meeting time than not enough People prefer to get done earlier instead of staying over

Planning Effective Meetings Who Should Attend Department meetings should include all members of a department Representatives with knowledge and experience regarding problem or project Consider personality styles

Planning Effective Meetings Who Should Attend In a labor-management group, labor normally picks labor members, management picks management members People who will attend on regular basis Leaders Experts Group Representatives

Planning Effective Meetings How Many Should Attend? Informational meetings – People should have an opportunity to ask questions Too many attending can inhibit questions from being asked

Planning Effective Meetings How Many Should Attend? Participatory meetings - Should be representative of those impacted by items discussed Large groups can be broken into smaller, working groups Facilitation helps groups be productive

Planning Effective Meetings Assessing the Meeting: A simple way to find out what people think of the meeting is to ask. At the end of the meeting, ask the questions on the next slide. If any change needs to be made, it will be important to act on it.

Planning Effective Meetings What do you think people would say about the meeting: Was the meeting effective? If not, what needs to change Are we making progress on our mission or goal or what did we accomplish? Are there any additional tools we need to help us with our work?

PLANNING EFFECTIVE MEETINGS For more information, assistance or facilitation for your next meeting, contact: Columbus Area Labor-Management Committee