1. Effective Meeting Practices Methodology No. M9 August, 2000

2. Objectives: To teach teams to conduct a meeting leveraging a proven set of behavioral guidelines. To set consistent guidelines for how integration teams should manage their meetings with respect for the individual. To introduce a format for meetings that offers team members an alternative to older “legacy” practices. To create a meeting environment where content, concepts, ideas and actions are captured, organized and managed to reveal opportunities for innovative solutions.

3. 3 Effective Meeting Practices… Enable individuals to perform as a team. Effective Teams… Ensures that the cooperative force of the team is greater than the sum of the individual contributions. Review Plan Do Follow-up Meeting Effective Meeting Practices Why Do Teams Need Effective Meeting Practices During Integration Implementation?

4. 4 Meeting Excellence: Discipline demonstrates management and leadership qualities. Respect time as a non-renewable resource. Solving problems recognized as an opportunity to innovate. Resolving complex issues is co- managing content, concepts, people and objectives. Respecting team empowerment demonstrates executive role-model behaviors and presence. Time Management Executive Presence Managerial/ Leadership Skills Problem Solving Abilities You Are Recognized By How You Handle A Meeting

5. Dr. Demming’s “Shewhart Cycle” A stylized interpretation of Dr. Demming’s rough sketches during his first meeting with the Japanese Union of Scientists and Engineers in 1950. He called this the “Shewhart Cycle” “The action steps we use every day to manage our lives...and our work” Dr. Demming Review Plan Do Follow-up Meeting

6. Contributing as a Hi-Value Team Member What value can I bring ? What am I expected to contribute ? Why am I important to this meeting ? What and how do I need to prepare ? What will a successful meeting look like ? What are my personal objectives… will they handicap me ? A Personal Checklist: Am I Ready For This...

7. Makes it "safe" for everyone to participate Harnesses group energy Records group ideas and decisions Acts as timekeeper Brings team back on-track Facilitators role can be assigned, rotated, or a “guest” Facilitator guides the process Meeting Roles: The Facilitator

8. Planning an Effective Meeting Objectives and Agenda Determined Content and Process Planned Players Determine Roles/ Responsibilities Defined Key Contributors Pre-positioned Logistics Arranged Be Prepared: Planning the Meeting Plan Meeting

9. To train or instruct To share real work To clarify information To assign work and responsibility To create, build or develop ideas To make decisions Planning the Meeting Why Plan a Meeting Plan Meeting

10. To resolve issues To counsel and advise To enlist and inspire support To communicate, involve, share To gain consensus of understanding To socialize, celebrate and share some fun Determine the Objectives Plan Meeting Why Plan a Meeting

11. Avoid “Hidden Agendas” Why NOT to Plan a Meeting To avoid or delay real work To franchise misery or failure To syndicate risk and responsibility To solicit single-source information To win friends and patronize respect To find a headache for an aspire Plan Meeting

12. Why NOT to Plan a Meeting Avoid “Personal Agendas” To imprint authority To party with the in-crowd To indict or exercise power To avoid writing something To appear to be moving forward Plan Meeting

13. The Room:Double Check the facilities Agenda: KISS: single objective Participants:Informed and up-to-speed Follow-up:Review earlier assignments 5 minute flash reports Materials:Before or after ? Props:A picture is worth… respect your audience More Prep Means Less Sweat Planning: Controlling the Meeting Plan Meeting

14. Blueprint the meeting with an agenda Plan Meeting Planning: The Agenda: Sets clear expectations Establishes order and structure Helps organize and prepare Sets goals and targets for outcomes Requires homework Follows up on work assignments Provides performance measures to track success

15. Create a to-do checklist Plan Meeting Agenda Guidelines Are Simple Who: Select participants and guests What:Determine meeting and individual expectations When:Set date, time, and duration Where:Pick appropriate location Why: Set purpose and objectives How: Practice “Effective Meeting Behaviors”

16. Establish consistent meeting protocols: Plan Meeting Agenda Guidelines Are Simple 5 min follow-ups Background topic discussion State the purpose and objectives Craft the agenda Set time commitment for each agenda item Prepare hand-outs

17. 17 Gain consensus while working issues: Plan Meeting Agenda Guidelines Are Simple Identify opportunities for “Problem Solve/ Team Building exercises Capture benefits and concerns for meeting content and context Select new issues to be worked Prioritize next steps Assign next steps (work)

18. Use “High Performing” meeting tools: Review Plan Do Follow-up Meeting Doing an Effective Meeting Manage to the agenda Follow-ups on all assignments Encourage balanced contribution Ensure equal air-time Agree on next steps Assign using “ARCI” Set schedule and timetables Capture benefits and concerns

19. High-touch point-of-attention Real-time meeting minutes Saves time, eliminates note-taking Prevents repetition and rework Respects individuals… depersonalizes ideas Builds recognition of work accomplished Record the meeting on flip charts: Plan Do Meeting Doing: Team Memory

20. Plan Do Meeting Flipcharts Provides visual record Helps group focus Encourages participation Depersonalizes ideas Increases sense of accomplishment The Group Memory: Flip Chart Recordings

21. Role model good meeting behaviors: Plan Do Meeting Good Meeting Behaviors: Start on time Set expectations Agree on the agenda Keep the time contract Facilitate: don’t vacillate Communicate meeting minutes within 24 hours

22. Participation, structure, and focus: Good Meeting Behaviors: Adhere to agenda Follow the process Use headlines Paraphrase Listen aggressively Free/open participation All ideas are good ideas Plan Do Meeting

23. Participation, structure, and focus: Good Meeting Behaviors: Plan Do Meeting Win / Win attitudes Only positive commentary No “smart bombs” Voice concerns as “How to” (H2) and “I Wish I Knew” (IWIK) inquires Observations not value statements Recognize out-listening Build on ideas

24. Caveats: Good Meeting Behaviors: A closer Look Plan Do Meeting How best to avoid criticism How best to avoid side trips How best to avoid “working” emerging issues How best to welcome spontaneous creativity How best to generate quantity before prioritizing for quality How best to avoid grandstanding and rambling

25. More Caveats: Good Meeting Behaviors: A closer Look Plan Do Meeting How best to conduct only one meeting How best to build on other’s ideas How best to capture benefits before the concerns How best to learn as we go How best to self-police nonverbal messages

26. More Caveats: Good Meeting Behaviors: A very closer Look Plan Do Meeting How best to distinguish intent from effect How best to avoid assumptions and hearsay How best to offer constructive feedback How best to differentiate what you feel... from what you think How best to have fun

27. You and your team win when: Meetings That Work to Win Plan Do Meeting Maximum time is invested in the right issues Decisions happen fairly and quickly Deadlocks are managed successfully All participants participate Active listening assures active involvement Alternatives are explored

28. Ensuring things get done: Check and Follow-Up Review Plan Do Meeting 5 minute “Flash Report” debriefs Address concerns from earlier meeting(s) Discuss concerns that should be brought forward Follow-up on work assignments Follow-up on work schedule integrity Capture lessons learned

29. Document and track progress: Effective Meetings: A closer look Plan Do Meeting Publish and record the minutes Recognize and reward accomplishments Apply follow-up and next steps into following meeting agendas Incorporate contextual benefits and concerns into next meeting’s logistics Incorporate content benefits and concerns into next meeting’s agenda

30. Getting things done: Meetings That Work to Win Review Plan Do Follow-up Meeting Assign work Determine objectives and deliverables Assign roles and responsibilities (ARCI) Set schedules and timelines Apply work management tools and methodologies

31. 31 Everyone’s emotional, political and practical concerns are respected Everyone feels their contribution is valued Everyone believes they helped build the solution Everyone can track the completion of their assignments Effective meeting behaviors become behaviors-of-choice You and your team win when: Meetings That Work to Win Review Plan Do Follow-up Meeting

32. Defensiveness becomes cooperation Single mindedness becomes cooperation Team and individual expectations are satisfied All assignments are completed in compliance...and on time Team wins…individuals win! You and your team win when: Meetings That Work to Win Review Plan Do Follow-up Meeting

33. Plan:Establish the need Set a clear agenda ID & overcome barriers Arrange logistics Do:Follow the agenda Record group thinking Practice good meeting behaviors Check:Evaluate effectiveness Follow-up on assignments Follow-up benefits and concerns Socialize the minutes Act:Apply proven work management tools and methodologies Effective Meeting Summary Review Plan Do Follow-up Meeting