1. November 11, 2016 Paula Settoon, Dean of Libraries
Successful Meetings
November 11, 2016
Paula Settoon, Dean of Libraries

3. Most Common Complaints about Meetings

4. What is the desired outcome?
Meeting Expectations
Why are we meeting?
What is the desired outcome?

5. To Meet or Not to Meet Discuss a strategic issue.
Share information critical to mission success..
Brainstorm on how to seize an opportunity.
Address a challenge.
Discuss options and make a decision.

6. Important Differences in Facilitating v Chairing
A facilitator is responsible for the process of the meeting.
A chair is responsible for the meeting’s outcomes and/or the work product.

7. Facilitator’s Skills and Qualities
Neutrality on issues discussed
Good listening skills
Confidence
Assertiveness
Energy and attention
Understanding the aim & goals
Clear thinking and observation
Respect for all

8. Facilitation tasks include
Helping the group decide on a structure and process for the meeting and keeping to it
Maintaining focus on one item at a time until decisions are reached
Regulating the flow of discussion
Clarifying and summarizing points, testing for consensus, and formalizing decisions
Helping the group deal with conflicts
Keeping the meeting to time
Ensuring that a written record is made of any meeting action points and decisions

9. Setting Norms & Expectations
Protocols and commitments developed by each team help to guide members in working together.
Norms help team members clarify expectations regarding how they will work together to achieve their shared goals.

10. Things to Consider Time Listening Confidentiality Decision Making
Participation
Expectations

11. Examples of Meeting Norms
We will maintain a positive tone at our meetings.
We will not complain about a problem unless we can offer a solution.
We will begin and end our meetings on time and stay fully engaged throughout each meeting.
We will contribute equally to the workload of this team.
We will listen respectfully and consider matters from another’s perspective.
We will actively participate by offering agenda items and reading materials in advance.

12. Correlation Between Preparation Time and Meeting Productivity
Source: A network MCI Conferencing White Paper. Meetings in America: A study of trends, costs and attitudes toward business travel, teleconferencing, and their impact on productivity (Greenwich, CT: INFOCOMM, 1998).

13. Preparing as Facilitator
Develop an effective agenda.
Link the agenda with your mission.
Ensure everyone is informed about time, place & content.
Consider physical arrangements.
Gather materials.
Find a co-facilitator or helper.

14. Become a Better Attendee
Submit agenda items if and when asked to do so.
Review the agenda before heading to the meeting.
Avoid side conversations by writing down questions, comments, or ideas as you think of them.
Pay attention, make eye contact, and respond positively to the presenter.
Be respectful of other attendees and do not dominate conversations or take up time with personal anecdotes.
Participate in a constructive manner.
Be concise and to the point.

15. Effective Agendas Agree on aim for the meeting.
Estimate the time needed for each item.
Think about priorities.
Think about effective tools for controversial topics.
Deal with difficult items after the group has warmed up but before it is tired.
Alternate short and long items.
Plan breaks for meetings longer than 1.5 hours.
Determine what can be cut or trimmed if the meeting starts to run long.

16. Other Helpful Meeting Roles
Timekeeper
Minute-taker
Doorkeeper
Practical coordinator (logistics)
Vibes-watching
Attendee

17. A Good Start to the Meeting
Introduce yourself and explain your role.
Include an introductory activity.
Set the boundaries of the meeting.
Explain the proposed agenda.

18. During the Meeting Go through the agenda item by item.
Make sure decisions on action steps include what, how, who, when, where.
Invite and move forward discussion.
Introduce tools.
Regulate the flow of discussion.
Help everyone participate.
Check on the overall feeling of the group.
Be positive.

19. Meeting Tools Time Keeper Parking Lot or Idea Bin Hand Signals
Talking Stick
Consent Agenda

20. Questions to Ask before placing an item on a Consent Agenda?
Is this item self-explanatory and uncontroversial? Or does it contain an issue that warrants discussion?
Is this item “for information only”? Or is it needed for another meeting agenda issue?
Do we need to confirm a previously discussed issue? Or do we need to continue the discussion?

22. Dealing with Problems Disruptive behavior Common Issues
Problem is BEHAVIOR, not the person
Rarely is it deliberate
Common Issues
Addressing needs
Dominating behavior

23. Dealing with Blocks in the Process
Time pressure
Lack of focus
Group cannot reach a decision
Ask for alternative proposals.
Propose a break.
Agree to a process for making decisions.

24. Conditions for Consensus
Common Goal
Commitment to Reach Consensus
Trust and Openness
Sufficient Time
Clear Process
Active Participation
Good Facilitation

25. Facilitating Consensus
Active listening
Summarizing
Synthesizing

26. Ending the Meeting -- Facilitator
End on time or before.
Thank everyone for attending.
Summarize decisions made to avoid misunderstandings.
Set time and place for next meeting.
Verify that minutes have been taken.

27. Meeting Minutes Not a transcript Records decisions made & action taken
Record only major points for and against the issue at hand
Provide enough information to create a useful resource
Circulated to the group prior to the next meeting for review

29. Assessment How was the work done? How did people feel?
How did feelings affect morale & group cohesion?
Did the meeting make good use of pooled talents?
Was it enjoyable?
“A meeting consists of a group of people who have little to say - until after the meeting.”  -- P. K. Shaw

31. Any Questions?