1. Coaker & Co., PC Effective Meetings Jim Coaker coakerj@asme.org

2. Overview Why meet ? What goes into making a meeting productive ?  Elements of preparation  Techniques Leadership dynamics Evaluation Coaker & Co., PC

3. Our Objectives Today Engage your minds Stimulate thinking Plant seeds for your professional growth Benefit from network Have fun Coaker & Co., PC

4. Your Job as a Leader You are the catalyst  Big picture objectives up front  “Policeman of due process”  Coach  Sage  Sounding board Coaker & Co., PC

5. Basics …. Why are We Meeting ? Define purpose and objective  Give information  Get information  Drive action  Foster understanding Coaker & Co., PC

6. Cost / Benefit Analysis Labor cost – participants (Annual salary/2000) X 1.5 = cost / hr X number of participants Add cost of venue / media / logistics Coaker & Co., PC

7. Cost / Benefit Analysis Cost is acceptable PROVIDED benefit or value gained exceeds this cost Coaker & Co., PC

8. Advance Planning Focus on objectives  KISS principle Prepare an agenda, including approximate time duration for each item  Distribute in advance with pre assignments if appropriate Plan and prepare handout material Coaker & Co., PC

9. Determine Who Should Attend Key players / decision makers Resources … who has the right information ? Action players Coaker & Co., PC

10. Avoid Meeting just to meet “Me too” attendees Coaker & Co., PC

11. Preparation Agenda with time targets Considerations relative to venue / setting  Face to face (3D)  Video conference  Teleconference  Virtual Coaker & Co., PC

12. Preparation Advance materials  Pre meeting reading / background material  Preparation / assignments  Visual aids Be from Missouri  Systems check … room setup, HVAC, lighting, video, audio, projector, controls, flip charts, marker boards …  Double stitch staff support when it applies  For video or teleconference, check system in advance Coaker & Co., PC

13. And above all else, be prepared for the unexpected !

14. Running the Meeting Your attitude determines your altitude Participant demographics  Create a positive environment  If group is new, possibly use an ice breaker Start on time As a “policeman of due process”  Keep discussion on track  Law of Confucius  Sense tempo  Fact vs opinion / assumptions Coaker & Co., PC

15. Running the Meeting Maintain an environment which is constructive, productive AND fun Appropriate humor is good  If you need a lightning rod, YOU are it !  Use humor in good taste  Beware of cultural differences Parking lot Coaker & Co., PC

16. Running the Meeting Axiom of human nature Tell me, I’ll forget Show me, I might understand Involve me, I’ll remember Coaker & Co., PC

17. Meeting Challenges Mouthpiece Naysayer Individual with personal agenda Non player – passive Heckler Coaker & Co., PC

18. Running the Meeting When you’ve reached the end of your agenda and accomplished the meeting objective Summarize action points Coaker & Co., PC

19. Post Meeting Evaluation Key Question – “As a result of this meeting, who is to do what, when ?” Importance of distributed written minutes  Confirm and solidify understanding of action items  Mechanism for calibration Coaker & Co., PC

20. Closed Loop Feedback Evaluation form by participants before meeting adjourns Check with individual participants for a thermometer reading Review results in light of objectives  Did meeting accomplish objective ?  Gap analysis … Three part question  What should we do we’re not doing ?  What should we not do ?  What should we do differently ? Coaker & Co., PC

21. Summary Know the objective Plan, plan, plan ! Advance preparation D Day Closed loop feedback Coaker & Co., PC

22. Resources Internet Library / literature Mentors Style ideas from meetings you have attended Coaker & Co., PC

23. As you travel on life’s byways, Whatever be your goal Keep your eye upon the donut, And not upon the hole !

24. For questions or comments Jim Coaker coakerj@asme.org Presentation available at events.asme.org/LTC12/ home.cfm

25. Coaker & Co., PC