1. and Effective Meetings
Conducting Efficient
and Effective Meetings
Tim Miller
Sr. Project Manager, HNTB
Event Date

2. Purpose and Objective Presentation Purpose Objectives
Educate workshop attendees on the means to make utility coordination meetings more effective
Objectives
You should learn:
3 Meeting Stages
Proven Techniques
Role of Meeting Organizer
Meeting Detours
Advantages of effective meetings

3. Meeting Definition
A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Meetings may occur face-to-face or virtually, as mediated by communications technology, such as a telephone conference call, a skyped conference call or a videoconference. - Wikipedia

4. Things you Rarely Hear
We should have had another hour for that meeting
The leader was overly prepared
We need to have more meetings
There were not enough people in attendance
The time we spent at that meeting was worth its weight in gold

5. Prepare Conduct Follow Up
Meeting Stages
3 Steps to Meetings
50%
25%
25%
Prepare Conduct Follow Up

6. Meeting Preparation First Step: Define the Purpose
Why are we having the meeting?
What is the goal and objectives?
Confirm we need a meeting
Meetings cost time and money

7. Meeting Preparation
Prepare and distribute agenda/information in advance
Aids in meeting preparation
Serves as meeting announcement
Identifies meeting purpose and objectives
Agenda sets tone and expectations of meeting
Allotted times on agenda
Identify lead for each agenda topic
Seek input on agenda in advance of the meeting
Meeting Invites
Each invitee should add to meeting objectives
Evaluate attendees on “recurring” meetings
No “forwarded” invites without meeting organizer’s permission
If Technology is Used (WebEx, etc), Test Before Start of Meeting
Prepare Sign In Sheet in Advance

8. Conduct Meeting Start on Time
Sets Expectations
Meeting organizer States Meeting Purpose and Reviews Objectives
Introductions – Be aware not everyone may not know one another
Suggestion: Table Tents for large meetings
Sign In Sheet
Document Meeting Attendees
Stay on Topic and Time Limits
Engage Everyone!
Assign Action Items

9. Meeting Follow Up
35% of professionals are in 6 or more meetings each week and 46% of those attendees leave meetings without a clear understanding of the next action item.
Forbes – January 6, 2016
Prepare and Distribute Meeting Minutes
Follow Through on Any Items
Distribute Action Items
Otherwise they simply burn time

10. Meeting Organizer Just like a Coach Lead the discussions
Coach-manage discussion and time
Encourages Engagement
Gives credit

11. Meeting Detours Discussion Topic Not on Agenda Sidebar Conversations
Suggest Adding to Next Meeting
Sidebar Conversations
Lack of Preparation
Schedule not Maintained

12. Meeting Detours Discussion Topic Not on Agenda Sidebar Conversations
Suggest Adding to Next Meeting
Sidebar Conversations
Lack of Preparation
Schedule not Maintained

13. Meeting Pitfalls The Dreaded “Project Update” Mobile Devices/Laptops
5 minute “project update”
8 people in attendance
6 people already know “project update”
30 minutes of lost productivity
Mobile Devices/Laptops
“Recurring” Meetings

14. Efficient Meeting Benefits
Efficient Meetings:
Encourage future attendee preparation/desire to attend
Produce Desired Results
Improve Outcome Support and Team Morale
Maximize Productivity
Reduces threads
Creates Opportunities for Various Staff
Identifies future leaders

15. Meeting Outcome
Many times, the productivity of the meeting is not necessarily based on the physical presence of the attendees, it is more aligned with the mental presence and engagement.

16. Closing A camel looks like a horse that was planned in a bad meeting
- Author Unknown

17. Questions
Tim Miller