Conducting a Professional and Effective Meeting

Britni SaundersLPA Training Program Director, INDOT

Event Date

Purpose and Objective Purpose

To train and share information to be used to improve utility coordination during project delivery

Objective By the end of this section, you should

understand: What causes meetings to be ineffective 7 Tips for Better Meetings How to apply those tips toward improving utility

coordination on projects

“Sudden Twists, Surprise Endings”

https://www.youtube.com/watch?v=pLZNKYcD59A

The Bad NewsStarting a 6-person meeting 15 minutes late

= 90 minutes of work time wasted

Most professionals who meet on a regular basis admit to…

The Good News

7 Tips for Better Meetings

1Define purpose.

Reasons to have a meeting:

To make a decision.

To solve a problem.

To share critical information or training.

To celebrate achievement.

Reasons NOT to have a meeting:

It’s not necessary.

Not enough time to prepare or timing isn’t right.

Key people are unavailable.

Cost outweighs benefits.

7 Tips for Better Meetings

Define objective.2What should be done differently after the meeting?

Begin with the

end in mind!

“By the end of the meeting, I want the group to…”• Define your objectives to better plan your

agenda. The more concrete your objectives are, the more focused your agenda will be.

• This provides a way to measure the success of the meeting and allows you to continuously improve your meeting process.

37 Tips for Better Meetings

Create an agenda.(Based on purpose and objectives)

Topics for discussion

Communicates important information such as:

Presenter/discussion leader for each topic

Time allotted for each topic

• Ask attendees if there is anything they would like to see added. Give a due date for responses.

• Define any pre-work necessary.

• Allow yourself extra flex time.

Who is invited, where and when the meeting will beAssign the scribe

7 Tips for Better Meetings

4Be on-time & prepared to begin.

Arrive a few minutes early. Late arrivers should phone ahead. Leader should start on time and not wait for late arrivers. Have enough materials for each attendee & a few extras. Participants should come prepared based on the advanced

agenda. Ensure the scribe is prepared to take minutes & key action

items. Circulate a sign-in sheet. Facilitate introductions- don’t assume everyone knows

each other.

7 Tips for Better Meetings

5 Facilitate professionalism & effective dialogue.Professionalism: Image & Conduct

Image: Dress appropriately & professionally, no matter your role.

Conduct: Act appropriately & professionally to get the most of everyone’s time.

ALWAYS:- Give your attention to the speaker and avoid side conversations- Pay attention to body language- Acknowledge points and express appreciation for constructive input- Raise your hand to ask a question- Encourage problem-solving dialogue

NEVER:- Bring unannounced guests. - Be redundant to take credit- Escalate your voice to talk over someone- Interrupt someone while they are speaking- Create an environment where others are afraid to ask questions

Everyone’s busy. Turn your phone off.

6Be a great leader.

Eliminate intimidatio

n & fearWatch out for meeting dominators

Be vulnerabl

e

Seek the

truth

Thank participants for good ideas and

offering contrasting

opinions professionally

Win through others; think like a coach

Draw out the

opinions of everyone

7 Tips for Better Meetings

7 Set everyone up for success after the meeting.ACTION ITEMS:

Assigning action items before the meeting is adjourned helps to…

• Assure completion• Set dates for follow-up• Everyone complete tasks

assigned to them as expeditiously as possible

MEETING NOTES:

Recording and distributing notes within 72 hours after the meeting helps to…

• Use for future reference• Prepare for upcoming

meetings• Capture responsibilities,

outcomes, problem solving ideas, etc.

7 Tips for Better Meetings

Application to Utility Coordination

• Difficult coordination requires successful communication

• Successful communication starts with effective meetings

• Best laid plans are doomed to failure without good communication with ALL parties involved

Value input- Involve utilities

EARLY- Listen closely to

problems to understand a solution

- Consider all solutions offered- First approach

should be to avoid utilities when feasible

- Weigh the costs and benefits of each

Take good notes/minutes- Valuable reference later on for solutions and agreements reached

Application to Utility Coordination

Give utilities a reason to be there

Outline activity related goals on agenda

Approach as a partnership

Discuss alternatives, not “Here are the plans, now move.”

See endorsement from all parties on the plan

By the NumbersWhat makes a successful meeting?How to get the most out of your meeting

Want to keep people’s attention during meetings?

HAVE SHORTER MEETINGS!

30 minutes or less

Get to the point already

After 30 minutes participation drops off

Attention Levels ----------------------------

91%84%

73% 64%

0-15 min 15-30 min30-45 min 45+ min

I’m leaned forward, all ears.

What are you wearing?

I’m playing Words with Friends.

Please save me. 1

By the Numbers

MEETING ENGAGEMENTas a function of who’s talking

SPEAKS 35% of the time LISTENS 65% of the time

78%average en-gagement

When the PRESENTER does most of the talkingAttendees have a hard time getting a

word in

average engage-

ment

THE BEST MEETINGS OCCUR

WHEN THE ORGANIZER:GUESTS do most of the

talking

92%GUESTS do most of the talkingAttendees participate in the conversation

By the NumbersMeeting Follow-UpKeep your decks short if you want people to read them!

A deck is any slideshow, proposal, contract or follow-up materialAssuming it takes 15 minutes to create one slide2

SHORT DECK

1 to 20 pages

MEDIUM DECK

20 to 40 pages

LONG DECK

more than 40 pages

IT CAN TAKE UP TO 5 HOURS TO CREATE A DECK THIS SIZE

IT CAN TAKE UP TO 10 HOURS TO CREATE A DECK THIS SIZE

IT TAKES WAY TOO LONG TO CREATE A DECK THIS SIZE

FOR EVERY 100 SENT ABOUT 40 ARE READ FULLY

FOR EVERY 100 SENT ABOUT 25 ARE READ FULLY

FOR EVERY 100 SENT ABOUT 14 ARE READ FULLY

By the NumbersWhen to Follow-Up

Not all decks will be viewed, but of those that are…

13% 33% 62% 69%

Are opened

within the FIRST 5

MINUTES

Are opened

within the FIRST HOUR

Are opened

within the FIRST DAY

Are opened

within the FIRST 2 DAYS

Average amount of time spent reading each page of a deck

52 SECONDSIF THE DECK IS 1-10 PAGES

35 SECONDSIF THE DECK IS 41-50 PAGES

10 SECONDSIF THE DECK IS 100+

PAGESIs your deck being forwarded? RECIPIENTS FORWARD DECKS ABOUT 10% OF THE TIME.