Facilitating Awesome Meetings Vicki Stasch, Management Consultant, ,

To lead people, walk beside them. As for the best leaders, the people do not notice their existence. The next best, the people honor and praise. The next, the people fear; And the next, the people hate. When the best leader's work is done, the people say,"We did it ourselves!" Lao-tsu

Best and Worst Meetings

Meeting Assessment n Start/end on time n Encourage participation n Managing disruption n Encourage question asking n Listening to others n Being respectful n No put downs, attacking, baiting or belittling n No parking lot agendas n Expressing where you stand n Moving group toward decisions n Open minded-mind not made up prior n Not taking conflict personally n No plotting with others prior n Complimenting others n Being brief/succinct n Feeling free to express opinions n Making decisions after everyone is heard n No baggage carrying

Meeting Facilitator & Leader’s Roles n Establish and adhere to a time line n Be a neutral person for the group n Listen and clarify: listen twice as much as you talk n Solicit input from everyone n Discourage domineering or judgmental behavior n Keep the discussion on focus n Offer your input at the end/at the beginning only if the group is struggling

Meeting Monitor Role n n Helps facilitator by reminding of time lines n n Signals the group when ground rules are violated-ground rules are posted n n Reminds the facilitator when everyone has not had input n n Is a second set of eyes and ears to insure the meeting flows well

Tips for Facilitating n n Arrive early to set up room and materials, post the agenda and greet people. n n Always have writing boards/markers or a lap top computer/projector. n n Assign a note or minute taker. n n Start session with introductions, purpose of session, agenda review and clarifying your role. n n Set or review ground rules or code of conduct with the group plus the mechanism to monitor

Tips for Facilitating n n Rotate long and short items. n n Rotate controversial and non- controversial items. n n Start on time and don't review for late arrivers. n n Put really important items throughout the agenda. n n Move reports around on agenda. n n Build agenda for next meeting.

Techniques to Involve People n n To start a discussion, write a question(s) on a board and ask the group in pairs to respond. n n Use small group discussions (3-7 people) to get everyone participating. n n Use structured Brainstorming to gather a lot of information quickly: go around room asking for each person’s brief ideas which are recorded.

Techniques n n Use consensus building to move ahead on a decision or outcome. Consensus is “we can live with this”, not necessarily - “we all agree” n n Have group members write prior to verbal discussion: post-it notes, 3x5 cards, on posted paper pads. n n Use video tape(s) as a tool to get group focused

Techniques n n To manage the long winded or domineering members, refer to ground rules or ask them to summarize in ten words or less. n n To involve the silent members, use small groups or pairings. n n To get everyone’s input, pose the question then move “round robin” around the room asking for each person’s input in 20 words (or 1 minute each).

Meeting Follow up n n Keep notes of the actions and agreements with dates assigned n n Address unresolved issues and agendize for next meeting n n Summarize or offer meeting closure n n Ask participants about what worked and did not n n Insure notes or minutes are distributed

Using Parliamentary Procedure n n To introduce business : “I move that--” n n To end debate: “ I move the previous question” n n Amend a motion: “I move this motion to be amended by--” n n Object to procedure or to personal affront: “Point of order”

Practice Activity n n Each table will be given a meeting situation or behavior to address. n n Develop a plan and demonstrate it to us using one or more of the tips presented, your own interventions or develop a creative new way.

Thank you & Happy Meetings