1. 1 Meetings!

2. 2 Introduction Professional communications Professional communications One-on-one One-on-one E-mail E-mail Phone Phone Memoranda and letters Memoranda and letters Meetings Meetings

3. 3 Asked why they find meetings unproductive or frustrating, people typically make comments such as: With such short notice, people came half-prepared at best. With such short notice, people came half-prepared at best. Some of the participants didnt know why they were there. Some of the participants didnt know why they were there. Nobody was clear on what the objective was. Nobody was clear on what the objective was. We didnt know we were supposed to bring reports or materials. We didnt know we were supposed to bring reports or materials. After the meeting, no one knew what we were supposed to do next. After the meeting, no one knew what we were supposed to do next.

4. 4 Most meetings are disorganized and unproductive. Poorly planned and poorly executed meetings often result in: Too much time spent in meetings, Too much time spent in meetings, Mixed messages among participants, Mixed messages among participants, Unclear goals and strategies, Unclear goals and strategies, Random list of things to be done, and Random list of things to be done, and Often lead to additional time-consuming meetings. Often lead to additional time-consuming meetings.

5. 5 Productive meetings are essential and can result in: An identity for a group or work team An identity for a group or work team A forum for feedback to participants on progress toward an objective A forum for feedback to participants on progress toward an objective An opportunity to generate creative alternatives and solutions An opportunity to generate creative alternatives and solutions Commitment to group decisions Commitment to group decisions Collaborative spirit and common vision Collaborative spirit and common vision

6. 6 Productive meetings are more likely if there is a structure to ensure people come together with the same ideas about: What is going to happen, What is going to happen, When it is going to happen, When it is going to happen, Where it is going to happen, Where it is going to happen, How it is going to happen, How it is going to happen, Who is supposed to make it happen? Who is supposed to make it happen?

7. 7 4 Roles – 3 Stages Meetings!Meetings!Meetings!Meetings!Meetings!

8. 8 Four Roles 1. Leader 2. Facilitator 3. Recorder 4. Participants

9. 9 1. Leader Establishes meeting objectives and plans Establishes meeting objectives and plans Provides overall direction of the meeting Provides overall direction of the meeting

10. 10 2. Facilitator Manages how people work together in the meeting Manages how people work together in the meeting Helps clear up conflicts and solve problems Helps clear up conflicts and solve problems Keeps meeting moving along Keeps meeting moving along

11. 11 3. Recorder Keeps track of vital information and makes it visual Keeps track of vital information and makes it visual Ensures information is accurate Ensures information is accurate Distributes information among participants Distributes information among participants

12. 12 4. Participants Generate ideas Generate ideas Analyze information Analyze information Make decisions and recommendations Make decisions and recommendations Implement action plans Implement action plans

13. 13 Three Stages 1. Planning 2. Conducting 3. Evaluating

14. 14 1. Planning Important planning, preparation and legwork is needed before participants enter the meeting room Important planning, preparation and legwork is needed before participants enter the meeting room

15. 15 2. Conducting The teamwork necessary to ensure participants generate ideas, make decisions, and ask questions as needed to accomplish the meeting objectives. The teamwork necessary to ensure participants generate ideas, make decisions, and ask questions as needed to accomplish the meeting objectives.

16. 16 3. Evaluating An analysis of meeting process and results to seek opportunities for improved approaches to effective meetings An analysis of meeting process and results to seek opportunities for improved approaches to effective meetings

17. 17 Stage 1. Planning the meeting Includes planning, preparation and legwork before participants enter the meeting room Includes planning, preparation and legwork before participants enter the meeting room

18. 18 Determines why the meeting is necessary Determines the type of meeting Chooses a facilitator and recorder Clarifies participant roles and responsibilities Schedules the meeting Prepares the most important tool – THE AGENDA The Leader plays the most important role Information to participants Feedback from participants Team building to initiate a new project Problem solving by participants Decision-making

19. 19 The agenda is critical because the leader, facilitator, recorder and participants all rely on it. The agenda must cover the big picture and provide information so participants understand their roles and to show what has to be accomplished and in what order it will be accomplished.

20. 20 Five steps to plan an agenda Step 1. Establish objectives Articulate the desired outcome like a decision or action or assignment of responsibility (not a process, like discussion). Articulate the desired outcome like a decision or action or assignment of responsibility (not a process, like discussion).

21. 21 Step 2. Confirm logistics When, where, who will arrange? When, where, who will arrange? What materials participants should review and/or bring to the meeting? What materials participants should review and/or bring to the meeting? Room, seating, lighting, ventilation, audio/visual Room, seating, lighting, ventilation, audio/visual Handouts, pencil, paper, parking Handouts, pencil, paper, parking Refreshments Refreshments People on standby for support problems People on standby for support problems

22. 22 Step 3. Determine who should attend Those directly affected by meeting objectives Those directly affected by meeting objectives Subject matter experts Subject matter experts Key decision-makers Key decision-makers

23. 23 Step 4. Assign facilitator and recorder Assign these roles before agenda is sent out Assign these roles before agenda is sent out

24. 24 To enable everyone to properly prepare for the meeting and to focus on reaching the objective on time To enable everyone to properly prepare for the meeting and to focus on reaching the objective on time Order of agenda can be by importance, urgency, potential for conflict, or logical order. There is no magic recipe, but good principles include: Order of agenda can be by importance, urgency, potential for conflict, or logical order. There is no magic recipe, but good principles include: Start with most important items (while group energy is high)Start with most important items (while group energy is high) Handle short, urgent items first (so they are not crowded out)Handle short, urgent items first (so they are not crowded out) Concentrate on fewer, more important itemsConcentrate on fewer, more important items Step 5. Build action section of the agenda

25. 25 A complete agenda includes: Meeting objective, time, location, attendees Meeting objective, time, location, attendees Each agenda item Each agenda item The action or process to be used to tackle each item (e.g. discussion, presentation, brainstorming) The action or process to be used to tackle each item (e.g. discussion, presentation, brainstorming) Amount of time allotted for each item Amount of time allotted for each item Person responsible or who has the floor for each item Person responsible or who has the floor for each item

26. 26 Stage 2. Conducting the meeting To ensure participants generate ideas, make decisions, and ask questions as needed to accomplish the meeting objectives. To ensure participants generate ideas, make decisions, and ask questions as needed to accomplish the meeting objectives.

27. 27 a. Leader (Dr. Substance) Starts the meeting on time Starts the meeting on time Clarifies roles Clarifies roles Establishes ground rules and guidelines Establishes ground rules and guidelines Participates as group member Participates as group member Follows the agenda Follows the agenda Retains power to stop what is happening and change the format Retains power to stop what is happening and change the format Pushes for accountability Pushes for accountability Summarizes key decisions and actions Summarizes key decisions and actions

28. 28 b. Facilitator (Dr. Process) Focuses the group on the same issue Focuses the group on the same issue Ensures everyone participates Ensures everyone participates Regulates discussion traffic Regulates discussion traffic Monitors time spent on each agenda item Monitors time spent on each agenda item Suggest alternate methods and processes Suggest alternate methods and processes Protects people and ideas from attack Protects people and ideas from attack Deals with problem people Deals with problem people Retains neutral during disagreement Retains neutral during disagreement

29. 29 Common facilitator problems: Side conversations Quiet/shy participants Quiet/shy participants Overly talkative participants Overly talkative participants Overly disagreeable participants Overly disagreeable participants

30. 30 c. Recorder (Dr. Record) Ensure appropriate information is recorded Ensure appropriate information is recorded Capture ideas visually without editing or paraphrasing Capture ideas visually without editing or paraphrasing Help leader and facilitator keep track of information Help leader and facilitator keep track of information Produce meeting minutes Produce meeting minutes

31. 31 d. Participants (Dr. Results) Know the purpose of the meeting in ahead of time Know the purpose of the meeting in ahead of time Confirm attendance Confirm attendance Prepare for meeting by reviewing appropriate information Prepare for meeting by reviewing appropriate information Attend meeting on time Attend meeting on time Bring appropriate resources for reference during the meeting Bring appropriate resources for reference during the meeting Support established ground rules and meeting guidelines Support established ground rules and meeting guidelines Keep an open mind and avoid premature judgements Keep an open mind and avoid premature judgements Help facilitator eliminate distractions and encourage active involvement Help facilitator eliminate distractions and encourage active involvement Share useful ideas Share useful ideas Help ensure group consensus Help ensure group consensus

32. 32 Stage 3. Evaluating the meeting Analysis of meeting process and results Analysis of meeting process and results Seek opportunities for future changes and improvements in meeting techniques Seek opportunities for future changes and improvements in meeting techniques

33. 33 Options range from very formal to informal Formal survey of participants (1-5 scale) Formal survey of participants (1-5 scale) Open ended survey of participants Open ended survey of participants Poll among key meeting participants Poll among key meeting participants Leader self-evaluation Leader self-evaluation Informal discussion Informal discussion

34. 34 Recommended Reading Meetings That Work Meetings That Work Richard Y. Chang Kevin R. Kehoe