1. PLANNING & EXECUTING EFFECTIVE MEETINGS Mike DePollo September 16, 2010 1

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3. PLANNING  All Meetings ? What are the GoalsGoals ? What is on the AgendaAgenda ? Agenda for the next time ? Is this a Face–to–Face meeting ? Is this a Long Distance meeting ? Who will take notes ? Do we need to issue minutes ? Do we need an Action Register ? Who are the Stewards 3 Continue

4. DO’S and DON’TS CONSIDERATIONS THINGS TO THINK ABOUT 4 Return

5. AGENDA 5 SUBJECT PERSON TIME RESPONSIBLE 1. Introduction Danaca Jordan 12:05 2. Discussion Mike DePollo 12:10 3. Questions Rich Berg 12:30 4. Questions Everyone Else 12:50 5. Closing Patrice Riesenberg 12:55 Return

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7. PLANNING  Long Distance Meetings What needs accomplished ? Agenda in advance ? Do we use the computer  ? Live Meeting ? Will everyone be able to hear  ? Check out the Microphones ? Will everyone be able to see  ? Pre-test and practice ? How does everyone give input ? How do we know who is talking 7

8. EXECUTING In General:  ! Follow the Agenda but…..  ! Stay open to input from others  ! Share details in writingdetails  ! Involve Everyone  ! Watch your time  ! Summarize 8 Continue

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10. EXECUTING DO WHAT YOU PLAN…  ? Agenda in advance  Face-to-face vs. Long Distance  ? Do we use the computer  Live Meeting  ? Will everyone be able to hear  Check out the Microphones  ? Will everyone be able to see  Pre-test and practice  ? How does everyone give input  ? How do we know who’s talking 10

11. What is an Effective Meeting? Some words to describe Effective and some clip art, cartoons, or video clips to emphasize what is meant by Effective Everyone has a part in the meeting or they don’t attend Everyone makes a contribution to the discussion Almost everyone does more Listening than Talking Expect and plan ways to address problems that might come up. (i.e. disagreements & excuses) 11

12. What do we need to Avoid? Excessive Side Tracks and Rabbit Trails One person dominating the meeting One person Giving our opinion FIRST and biasing others Being closed minded to the ideas of others Distractions abound (Paper airplanes, tic-tac- toe) Distractions Nobody listens, everybody talks (The bell story) Nobody listens 12 Continue

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16. TIME FOR YOUR INPUT!! SUGGESTIONS COMMENTS QUESTIONS IDEAS 16

17. Apply in the classroom- how? Meeting minutes good for Tech reports later detailed agenda w/ recurring items – copy agenda as minutes to save time End meetings early if you are done condense meeting accomplishments have a reason to celebrate lot of upfront work needed to make other people effective in meetings stay on goal recognize excellence at the meeting consider location of the meeting – make it close to people with less flexibility 17 SHARING DOCUMENT

18. From Ideas to Action! TEAM MEMBER RESPONSIBILITIES Take Responsibility for the overall success Follow through on commitments Contribute to discussions and to resolving issues 18

19. RESOURCES TO CONSIDER!  HarvardManageMentor(HMM) HarvardManageMentor(HMM) Eastman Online Courses  http://euweb/HMM/menu_cat.htm  Skillsoft Eastman Online Courses Skillsoft  http://content1.skillsoft.com/spdocs/skillchoice/Bus SkillChoice.htm  Workplace Solutions, inc. Workplace Solutions, inc.  http://www.betterworkplacenow.com/ 19