1. Don’t waste my time!

2. Technical Details Call-in number is (415) 655- 0051 and access code is 412- 216-979. To submit live questions, click on the “Questions” panel, type your question, and click “Send” Presentation materials and audio will be posted at www.cacollegepathways.org www.cacollegepathways.org

3. Today’s Panel Michelle Magee, Harder and Company Loraine Park, Harder and CompanyKarrie Tam, Harder and Company

4. Harder+Company Harder+Company Community Research is a comprehensive social research and planning firm with offices in San Francisco, Davis, San Diego, and Los Angeles, California. Our mission is to help our clients achieve social impact through quality research, strategy, and organizational development services. www.harderco.com About

5.  First webinar of a two-part series from the John Burton Foundation California College Pathway’s project to strengthen your network  Today we will focus on getting the most out of your meetings  Essential to creating and achieving collaboration and sustainability for programs and networks Purpose & Overview

6. By the end of the webinar, you will…  Understand how to effectively plan meetings  Learn how to establish meeting goals and develop an agenda  Understand team behavior and group dynamics  Have a ready-to-use guide and tools to put into practice Maximize Your Meetings

7. Set the Direction: Your GPS to Effective Meetings

8. Meeting Pitfalls  Wasting time with ambiguous discussions  Creating frustration  Boring the team members  Discouraging participation  No results Pitfalls & Fixes Meeting Fixes  Clear meeting purpose  Content clarity on what should be discussed, decided, and accomplished  Meeting fits in to long- term goals  Group input

9. Meeting Phases Phase 1: Before the Meeting Phase 2: During the Meeting Phase 3: After the Meeting “If you don’t know where you’re going, you’ll end up somewhere else.” – Yogi Berra

10. Determine meeting goals Create an agenda Decide who should attend and gather contact info Ensure proper room arrangements have been made Send out the agenda and logistics in advance Collect RSVPs and follow up Prepare sign-in sheets (if necessary) Phase 1: Before the Meeting

11. Four Core Components  Meeting Purpose: What is the purpose of the meeting (there may be more than one)? What are you hoping to achieve?  Content Goals: What do you think is important for people to know, be exposed to, and/or have discussed by the end of the meeting? What decisions have to be made by the end of the meeting? What should be accomplished?  Long-Term Goals: How do the meeting goals fit into the longer-term goals, mission, vision, etc. of the team?  Group Input: What input do you expect from attendees at the meeting? Will they be making a final decision, beginning a conversation to lead to a later decision, planning joint activities or serving an advisory role and providing feedback? Do you primarily need input in the form of advice or feedback or are you expecting participants to walk away with assignments and commitments to future action? Establishing Meeting Goals 1 phase

12. Essential Types of Agenda Items Developing an Agenda 1 phase discussion items decision itemsinformation items Information that you need to share with team members (e.g. results from a study or article, updates on activities) Topics that are up for discussion, feedback and/or development by team members Items that require agreement among the team or decisions about how to move forward with collective goals

13. Review & Ask Yourself 1 phase Does the meeting flow?  Arrange your agenda items in a logical manner  Ensure smooth transitions  Allocate time for each item Are the agenda items a good fit for your group?  Activities are consistent with the group’s process development  Activities that generate heavy conflict or personal vulnerability are not first on the agenda

14. Sample Agenda 1 phase

15. Meeting Planner Checklist 1 phase

16. Start and end on time Review the agenda Establish ground rules (if necessary) Make introductions and distribute sign-in sheets Designate roles Watch the time Confirm key agreements and major decisions points Phase 2: During the Meeting

17. Tips for Keeping on Track 2 phase  Start and end on time  Check the duration of each agenda item  Negotiate for more time if necessary  Discuss ground rules for setting expectations

18. Ground Rules 2 phase Ground rules are standards of meeting behavior and help the group operate successfully. They support meeting productivity, creativity, and participation and help keep the meeting on track to accomplish its goals.  When should you use ground rules? - If you expect conflict - If the group is under a time constraint - If there is a history of unproductive behavior - If a group is working together for the first time

19. Ground Rules 2 phase introduce idea draft rules take suggestions get agreement refer to rules Establishing Ground Rules:

20. Defining Key Roles facilitator participant note taker time keeper 2 phase

21. Pros and Cons of Rotating the Facilitator Role facilitator 2 phase PROS  Allows group members to practice their facilitation skills  Draws out quiet group members  Builds team cohesion and collaboration CONS  Dilutes connection between one meeting to another  Requires additional planning around selecting and prepping the facilitator  Requires group members to adjust to different facilitator styles and comfort levels

22. Conference Call Tips & Tricks less than 2 hours For facilitators: For participants: 2 phase use file sharingcreate a backup plan brainstorm before meeting identify self when speaking respond in sequence don’t put call on hold

23. Recap major decision points and timeline for next steps Wrap-up the meeting minutes and distribute to attendees Collect evaluation feedback forms, if appropriate Follow-up with participants Phase 3: After the Meeting

24. Keeping up the Momentum  Recap major decision points from the group discussion  Finalize a timeline for next steps and action items  Wrap-up the meeting minutes  Distribute minutes to attendees  Make follow-up calls, send out follow-up correspondence, and/or take follow-up actions. The Glue to Keeping People Connected and Moving the Work! 3 phase

25. Meeting Minutes Template 3 phase

26. The Journey: Understanding Team Behavior

27. Stages of Convergent and Divergent Thinking Team Behavior  divergent create choices groan zone convergent make choices Types of Divergent Thinking  Generating alternatives  Free-for-all open discussion  Gathering diverse points of view  Unpacking the logic of a problem Types of Convergent Thinking  Evaluating alternatives  Summarizing key points  Sorting ideas into categories  Arriving at general conclusions

28. Divergent Thinking Examples of Team Behavior Convergent Thinking

29. Divergent  Brainstorm  Use active listening  Draw out opinions  Support full participation Tips for Each Stage Convergent  Generate a list of options  Agree on criteria  Vote  Summarize and rate areas of agreement Groan Zone  Use ground rules  Accept, deal, defer  Take a break  Use body language  Stop the meeting  Use encouraging language

30. Ready-to-Use Guide & Tools

31. Next Month’s Webinar Going Deeper: Building Your Facilitation Skills Wednesday, February 11th from 10 – 11:30am Stay Tuned

32. Questions?