2. Meetings Management Tips 101 1 Scott Davis, QI Coordinator Tacoma Pierce County Health Department August 2012

3. Objectives By end of session participants will… – Understand purpose and value of: Agendas Norms Role Clarity Other handy tools and tips 2

4. Discussion Think of a great meeting you have been a part of … Think of a terrible meeting you’ve been a part of … – What are characteristics of “good” meetings? – What are characteristics of “bad” meetings? 3

5. What is the PURPOSE of your meeting? Communication out Communication in – gathering information/input Decision Making Different objectives will require different levels/kinds of leadership and facilitation 4

6. Group Process Phases of Team Development 5 Time Performance FormingNormingPerformingStorming

7. Facilitation Tip: Clarify Roles & Responsibilities Member Leader Facilitator Recorder Leader/Facilitator (tricky!) 6

8. Agenda 7 TimeTopic/ActivityObjectiveLead 9:00-9:10Review meeting purpose and agenda Ensure all understand and agree on how we will spend our time Jane/all 9:10-9:40BrainstormDevelop options for new check in process Sally/all 9:40-10:00Develop evaluation criteria Determine how we will evaluate options Sally/all 10:00-10:20Multi- vote/discuss Choose option to test Sally/all 10:20-10:30AssignmentsDetermine who needs to do what Jane/all Purpose: Determine best way to speed check-in procedure

9. Group Process Facilitation Effective Meeting Tips Develop specific objectives for each meeting topic and determine tool(s) which will help the group Send agendas in advance Have a back-up plan Start and end meetings on time Time each agenda item but don’t shut down the group with the clock Use visuals everyone can see – flip charts, etc. 8

10. Open – Narrow – Close … The Perfect Meeting People like to accomplish things Leaving a meeting without a step forward or a tangible result feels unproductive and may cause team to lose momentum Try to structure your meetings to “diverge” in the beginning (brainstorming, etc.) and “converge” near the end (decision, design, step completed, etc.) [“open- narrow-close”] When not possible … anticipate how people are going to feel and explain sequence to them 9

11. Group Process Facilitation Establish Group Norms A typical norm list Equal participation expected Listen to one another No side conversations Respect others’ points of view Respect others’ time (start and end meetings on time) Complete assignments on time Speak directly and honestly to one another Support group decisions 10

12. Clarify Decision Making Norm How do you want (need) to make decisions? – Funder decides – Advisory Committee decides – Majority rule within group – Consensus within group Make sure group understands Be clear when you are changing 11

13. Tool: Responsibility Matrix 12 WhatWho By When

14. Tool: Meeting Evaluation 13 LikedWould change Kept focused Equal participati on Ended on time Good creative energy Needed a break Started late  Or Fancier … anonymous paper … full on scientific evaluation …

15. Parking Lot 14