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Meetings, Meetings, Meetings Can they be better? YES! Kathleen Paulo, MSW 1
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Key Steps of Meeting Design Design team formation- facilitator works with leader/sponsor & small work team to prepare Allow time to prepare – 1 to 3 times the length of meeting Written agenda- with objectives, activities, lead staff, and timeframes Key roles should be done by different people – facilitator, – timekeeper, – recorder, – subject matter experts) 2
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Meeting Design Critical Questions – Will shape meeting design process What do you want to accomplish at meeting? Information-sharing, decision making or team building? Is a meeting in a conference room necessary? Best way to accomplish your goal? What are alternatives to in-person meeting? - virtual, conference calls, stand up hallway huddles 3
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Who are the key stakeholders, subject matter experts, & decision makers connected to the purpose and product of the meeting? Who in senior leadership needs to be informed and approve of the purpose and product of meeting? What is your desired role in meeting design, during the meeting and in follow-up? What decisions can be made by participants? What decisions will be made by others (managers, leadership, legislation, etc)?
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What are the major time frames – meeting length, planning time, due dates for accomplishments that will come from meeting? Is this an one-time meeting, regularly held (e.g. monthly project meeting), or initial meeting of a new group ? Who will attend – total number, specific individuals to invite? What are the participants expectations of the meeting accomplishments? What documentation is needed to enhance meeting results? 5
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Four Useful Meeting Structures Consensus Workshop – brainstorming with structure Historical Scan- review of past important events to celebrate and enhance current work Action Planning – moving ideas to action World Café – an informal way to move group discussion to a deeper level. 6
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Consensus Workshop Structure Definition: Excellent structure to brainstorm with small to large groups Time needed: 60 -90 minutes Key components: Individual brainstorm Small group selection of best ideas Larger group identifying common ideas 7
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Consensus Workshop Benefits & Application Benefits: Build practical team consensus Generates creativity in limited timeframe Infuses the team with a sense of responsibility Application: Set team priorities Agree on criteria for decisions Create alignment in teams Develop policy or quality improvement 8
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Historical Scan Structure Definition: [aka environmental analysis, or Wall of Wonder]. Utilizes a timeline to facilitate discussion of current context Time needed: 90 minutes Key components: Participants co-create a historical scan of significant events on a timeline Timeline is segmented into three key categories – e.g. world, industry and organization Group discussion focused on where critical shifts happened and better understanding of the larger context 9
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Historical Scan Benefits & Application Benefits: Provides enlarged contextual perspective Celebratory and highly participatory review of significant history in an organization’s life Application: Useful exercise before development of mission statements or strategic planning Energetic introduction to organizations history for with new leaders or team members 10
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Action Planning Structure Definition: method of short term planning of a event or project where there is agreement and consensus Time needed: 2 – 4 hours Key components: Co-created vision of success Group analysis of strengths, weaknesses, benefits & dangers 11
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Action Planning Benefits & Application Benefits: o Moves ideas to action o Clarifies team commitment to project activities & outcome o Designates leadership roles & responsibilities Best Application o When plan or project is already decided upon 12
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World Café Structure Definition: series of small group conversations to build group consensus Time needed: 2-3 hours Key components: Café like atmosphere e.g. table cloths, small tables, small groups Remix of groups and review of highlights of previous discussion Structured questions to move group to consensus Report back of discussions 13
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World Café Benefits & Application Benefits o Generates energy and excitement o Visually communicates a different approach to typical meetings o Creative approach to large group discussion on topics that matter Application o Large group that is new to each other and the topic
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Bibliography The Facilitator’s Fieldbook: Step-by-Step Procedures; 2 nd ed.; by Tom Justice & David W. Jamieson, Ph. D Facilitator’s Guide to Participatory Decision-Making by Sam Kaner et al Technology of Participation(ToP) Materials from Institute of Cultural Affairs CA-USA Great Meetings, Great Results by Dee Kelsey & Pam Plumb World Café: Shaping Our Futures Through Conversations That Matter; by Juanita Brown 15
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Websites to find facilitators, trainers and workshops – http://www.ica-usa.org/ http://www.ica-usa.org/ – http://iaf-world.org/index.aspx http://iaf-world.org/index.aspx Contact information: Kathleen Paulo MSW 510-267-3262 Kathleen.paulo@acgov.org 16
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