1. Irwin/McGraw-Hill 16-1 Chapter 16 Planning and Running Effective Meetings

2. Irwin/McGraw-Hill 16-2 Problems with Meetings “A committee is twelve men (sic) doing the work of one man.” John F. Kennedy Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

3. Irwin/McGraw-Hill 16-3 How Do I? Decide whether a meeting is necessary? Invite the appropriate people to a meeting? Get everyone prepared for the meeting? Keep meetings from exceeding the agreed upon time allocation? Keep the meeting running smoothly? Keep team members on task during meetings? Ensure the next meeting will be effective? Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

4. Irwin/McGraw-Hill 16-4 Types of “Virtual” Meetings Video-conferences Chat groups Conference phone calls Meetings via “E-mail” Project intranets and extranets Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

5. Irwin/McGraw-Hill 16-5 Figure 16-1: The 4 P’s of Effective Meetings Purpose Participants Plan Process Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

6. Irwin/McGraw-Hill 16-6 Purpose Three reasons for calling meetings: discuss complex issues problems that require information sharing build commitment among team members disseminate information and train Do not hold a meeting when: info can be conveyed in call or memo you are unprepared key people cannot attend the cost of meeting outweighs the benefits Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

7. Irwin/McGraw-Hill 16-7 Participants Given the meeting’s purpose, what is the appropriate size and composition of the group to be invited? Issues to consider include: Problem solving v. info sharing Need for homogeneous v. heterogeneous skills, knowledge, backgrounds Whether members compete with v. need to cooperate with one another Members who are task v. process focussed Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

8. Irwin/McGraw-Hill 16-8 Plan Make necessary arrangements for room, equipment, visual aids Select best time of and length for meeting Prepare a complete agenda; distribute before meeting Consult with participants before meeting Decide on decision making process Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

9. Irwin/McGraw-Hill 16-9 Process Begin meeting by reviewing progress to date and clarifying purpose Ensure participants know one another Establish ground rules Use a flip chart or blackboard Summarize meeting’s accomplishments and review assignments Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

10. Irwin/McGraw-Hill 16-10 Figure 16-3: Ground Rules We will use an agenda, time keeper, and meeting leader for each meeting. Meetings will start on time (with a review of the agenda) and end on time (with a process check), unless there is team consensus to extend it. Team members who have been absent or tardy must take measures to “get up to speed.” Team members will practice active listening. It is OK to talk about/address the inappropriate use of power by team members. A time-out can be called if the meeting is off track or otherwise ineffective. Items identified as sensitive will be kept confidential. Silence by team members indicates a need for further inquiry. The meeting’s facilitator should remain neutral but may formally step out of the role to contribute to the discussion. Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

11. Irwin/McGraw-Hill 16-11 Types of Meetings Information Sharing Information Dissemination Problem Solving/Decision Making Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

12. Irwin/McGraw-Hill 16-12 Improving Team Meetings Before the Meeting Clarify team purpose, task Choose the right people for the team: train if necessary. Consult with their superiors to ensure their “buy-in” Demonstrate management support and commitment to the team and its task Develop and distribute an agenda before the meeting (see sample) Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

13. Irwin/McGraw-Hill 16-13 Improving Team Meetings During the Meeting Develop, enforce operating guidelines Make use of meeting roles: timekeeper, scribe, facilitator, leader Have the scribe publicly record main ideas, decisions made, action items Encourage clash of ideas; discourage clash of personalities Bring closure…summarize Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

14. Irwin/McGraw-Hill 16-14 Improving Team Meetings At - After the Meeting’s End Do a process check Clarify team accomplishments Set the next meeting agenda, roles, location Have minutes and next meeting agenda typed up and distributed in advance of next meeting Offer support/resources Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

15. Irwin/McGraw-Hill 16-15 Sample Agenda Preliminary Stage (# of minutes) Clarify Objectives Agenda overview, vision and goals clarification Introduction of members Meeting Kickoff & heart of meeting (# of minutes) Review of last meeting’s minutes Review of roles for today’s meeting (facilitator, time keeper, scribe, other) Set ground rules or operating guidelines Key or critical issues Continuing business (# of minutes)– progress reports from members, etc New business (# of minutes) – Info to be shared, decisions to be made Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.

16. Irwin/McGraw-Hill 16-16 Sample Agenda (continued) Summary of Accomplishments and Wrap-up (# of minutes) Review accomplishments Summarize Evaluation and Closing Remarks Process Check Preparation for the next meeting (action items, roles, next agenda, time & place verification Future meetings and issues Copyright © 2002 by The McGraw-Hill Companies, Inc. All rights reserved.