1. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. Copyright © 2008 First Steps Training & Development, Inc. All rights reserved. Effective Meeting Management It Doesn’t Have to be Bad … Presented by: 1

2. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 2 Bad Meetings: Sample Comments "We have the most ineffective meetings of any company I've ever seen." (giant software company employee) "We realize our meetings are unproductive. A consulting firm is trying to help us, and we think they've hit the mark. But we've got a long way to go." (specialty equipment employee) "We just seem to meet and meet and meet and we never seem to do anything." (world-wide transportation and shipping employee)

3. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 3 Six Sins of Deadly Meetings No one takes them seriously Conversation without candor Too Long Off track No action afterwards Repeat same mistakes -- Adapted from Fast Company

4. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 4 Meeting Dynamics TaskHuman “The Work” Concerns Decisions Problems Coordination “ The People” Safety / Trust Inclusion Affection Power Task Completion Human Connection

5. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved.

6. 6 Effective Meeting Management Preparation: Purpose Does your (proposed) meeting serve a legitimate purpose? Decision needs to be made around a common issue Consensus or ownership needs to be built Resolve disagreement about path forward Ensure One Message Transfer knowledge Ask yourself … Is it the best way to meet this purpose? What other approaches might better achieve the meeting purpose?

7. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 7 What are your specific objectives for the meeting? When the meeting is over, what do you want left behind? Who should attend the meeting? Why? What will they need to “bring” to the meeting? What are your step-by-step plans for the meeting (agenda, time allocations, etc.)? How will the meeting participants be informed of the meeting objectives, agenda and expectations of participation so that they will be prepared? What might go wrong with this meeting? Effective Meeting Management Preparation: Other Questions for Planning the Meeting

8. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 8 Check Ins Agendas Meeting Roles Minutes Evaluation Effective Meeting Management Meeting Structure

9. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 9 Effective Meeting Management Meeting Facilitation Guidelines State and clarify the meeting objectives and schedule. Stick to the agenda and time schedule. Maintain control of the meeting. Use visual aids to highlight key information. Use two-way communications to make sure all information is clearly understood. Summarize the decisions made and the action to be taken. Assign action responsibilities and reporting dates to the appropriate individuals. Use two-way communications to make sure all action items are clearly understood. Specify who gives what info to whom when, where and in what format

10. Copyright © 2009 First Steps Training & Development, Inc. All rights reserved. 10 For more information, or to schedule a workshop, contact: Toll Free: (800) 211-0871 www.FirstStepsTraining.com 10 Effective Meeting Management It Doesn’t Have to be Bad … Presented by: