effective meetings. agenda the importance of effective meetings the effective-meeting process: –...
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Effective Meetings
Agenda
• The importance of effective meetings
• The effective-meeting process:– Before meetings (Plan)
– During meetings (Do)
– After meetings (Review)
• A checklist to review meeting effectiveness
When Is a Meeting Effective?
A meeting is effective when it achieves its
objectives in a minimum amount of time
to the satisfaction of the participants.
A meeting is effective when it achieves its
objectives in a minimum amount of time
to the satisfaction of the participants.
The Key Message
Effective meetings are managed events –
they don’t just happen.
Steps to an Effective Meeting
Establish the need (why) Set a clear agenda (what and how) Arrange logistics (where and when) Define roles and responsibilities
(who) Pre-position key contributions Identify and overcome barriers
PlanPlan
DoDo
ReviewReview
• Follow the agenda• Record group thinking• Practice good meeting
behaviors• Enact meeting roles• Identify next steps• Note benefits and concerns• Evaluate effectiveness
• Circulate meeting summary• Follow up on next steps• Incorporate benefits and
concerns into next meeting plan
Planning should take the most effort in order to maximize the
effectiveness of the meeting.
Planning
We Participate in all Types of Meetings
Source: How to Lead Work Teams: Facilitation Skills, Fran Rees.
Lecture/Presentation
FacilitatingPresenting
80%20%
80%20%
50%
50%
Decision-oriented meetings, problem-solving meetings, task force meetings, team meetings, project team meetings, focus groups
One-way information sharing meetings, briefings
Project updates, management reviews
Staff meetings, standing committee meetings
Discussion/Decision
Do we really need to meet or can we do
this without a meeting?
Good Reasons to Meet Require the Interaction of Multiple People
To share different perspectives and gain understanding
To brainstorm and further develop ideas
To make decisions
To develop action plans
To explain and clarify complicated information
To achieve consensus
The Not-So-Good Reasons Why We Meet
Simply because the meeting is being held
Because that’s what teams do
To share risk and avoid responsibility
To share information
To wordsmith mission statements, etc.
To be participatory
To follow up on actions
Because your presence is mandatedIf there is no good reason to meet, find another way to achieve
your objective
If there is no good reason to meet, find another way to achieve your objective
NO
Consider Saying “NO”
Seven Basic Steps For Planning a Meeting
1. Decide precisely what you want to accomplish during the meeting – a decision, a plan, alternatives, understanding?
2. Determine who needs to attend and who can be copied on meeting minutes. Plan roles for the attendees in advance.
3. Plan the content of the meeting — the agenda — and the frequency and duration needed.
4. Plan how you will present each part of the agenda for maximum effectiveness. Consider your outcome and determine the methods and environment that best supports it.
I prefer longer
meetings that meet
less frequently
Assigning and
agreeing roles in advance
helps with attendance
How will decisions be made? Voting? Consensus?
Seven Basic Steps for Planning a Meeting (continued)
5. Plan what you will do after the meeting or between meetings to be effective and to make progress like status updates, teleconferences, sub-teams.
6. Plan how you will evaluate the meeting — as it is taking place and afterward.
7. Reach agreement on meeting agenda, issues, and materials with key participants, sponsors, and resources prior to the meeting in order to proactively set expectations, build commitment, and resolve issues.
Setting up sub-teams
and progress status
reporting outside
meetings saves
meeting time for group
issues
Agenda Guidelines
Guidelines for an Effective Agenda
• Identify the time, date, place, and participants
• Describe your objective
• Tell the participants how to prepare
• Set time limits on topics
• Ensure enough time for a proper discussion
• Schedule items in order of importance
• Distribute in advance
Anticipate and Overcome Barriers
Barriers may include:• Uninformed participants
• Uncooperative participants
• Lack of authority to accomplish objective
• Unresolved conflicts between participants
Solutions may include:• Disseminating information prior to meeting
• Proactively working conflicts prior to meeting
• Setting a more limited objective
• Deciding not to meet
Plan Which Materials You Will Need
Before the Meeting . . .
• Prepare strawmodel documents for the attendees to review
• Gather materials you will need in the meeting– Slides – Flip charts– Handouts – Markers– Tape – Previous meeting’s next steps and minutes
• Secure meeting room and equipment
• Arrive early enough to make certain the room is prepared before meeting participants arrive
• Post ground rules and other relevant materials on walls
Bring drafts of documents to work on like charters, mission statements, etc. Do not start with blank pages. If needed,
commission a sub-team to write drafts.
1. Look for faults in others
2. Lob “grenades”
3. Ramble
4. Come with hidden agendas
5. Allow two meetings at the same time
6. Pass notes
7. Violate time contracts
8. Set up “lose-lose” situations
Establish Ground Rules with Your Team at the Start
Be on time – within 5 minutes of startNo distractions – phone, blackberryOne meeting, no side conversations
Limit anecdotesNo blaming or cya
Be respectful Be candid
Everyone gets a turnHelp clean up
Ground RulesTeam vynamics – whereby two or three team members vie to dominate the meeting
conversation
Doing is easy after all the planning.
Doing
Meeting Roles: Leader
“Owns” the meeting and sets the objectives
Guides the content of the meeting (Are we meeting objectives?)
Determines the participants and assigns roles
Develops the agenda
Provides support, information, and resources
Sets the tone, expectations, and direction
Encourages creativity
Makes decisions or determines how to make decisions
Meeting Roles: Facilitator
Guides and monitors the process of the meeting (Is the meeting running well?)
Makes it “safe” for everyone to participate
Monitors time contract or uses time keeper
Brings team back on-track when needed
Helps headline and clarify ideas
Aids team performance
Provides feedback
Meeting Roles: Scribe
Documents everything noteworthy that occurs during the meeting, not just what was written on flipcharts:
Attendance, date, objectives
Ideas, discussion threads, parking lot items
Outcomes – decisions, next steps
What’s due for next meeting
The scribe ends up having the most power over the course of the meetings because what is documented is what gets enacted.
The scribe ends up having the most power over the course of the meetings because what is documented is what gets enacted.
Meeting Roles: Time Keeper
Monitors time contract
Brings team back on-track when needed
Meeting Roles: Resource
Generates ideas and recommendations
Adheres to the agenda
Practices good meeting behaviors
Enforces ground rules
Completes assigned tasks
Participates actively
Giving everyone a specific role gives them
more of a reason to attend and makes your meeting more effective.
Consider assigning hats.
De Bono’s Six Thinking Hats
The White HatThe White Hat calls for information known or needed.
The Red HatThe Red Hat signifies feelings, hunches and intuition.
The Black HatThe Black Hat is judgment -- the devil's advocate or why something may not work.
The Yellow HatThe Yellow Hat symbolizes brightness and optimism and how things could work.
The Green HatThe Green Hat focuses on creativity: the possibilities, alternatives and new ideas.
The Blue HatThe Blue Hat is used to manage the thinking process.
Running the Meeting
• Allow time for chit chat
• Review the agenda
• Remind team of the ground rules
• Remind team of assigned roles
• Record open ideas and issues in “parking lot” to be addressed later
• Help participants turn ideas, issues, and concerns into action plans/next steps
Manage the agenda and the time
• Record next steps and decisions
• Summarize the meeting results
• Evaluate the meeting before leaving
Meeting Do’sMeeting Do’s
Tips for Improving Meeting Effectiveness
1. Use headlining approach
2. Help others headline ideas
3. Be constructive
4. Use the “how to” (H2) or I wish I knew …(IWIK) phrases
5. Listen actively
6. Paraphrase for understanding
7. Observe time contract
8. Use behavior enforcers, e.g. money pot
9. Build on others’ ideas
10. Use parking lots
11. Use multiple note takers
12. Set up “win-win” situations
13. Remember, “No idea is a bad idea”
14. Do benefits before concerns
15. Rotate roles
16. Ensure everyone contributes
Encourage Participation Through Hooks and Responses
What I hear you saying . . .
What I like about that . . .
Let me build on that . . .
How wouldwe. . .
Help me understand . . . I wish I knew
what . . .Can you say more about
that . . .
The Group Memory: Flipchart or LCD Recordings
Helps the group focus Provides instant record of
meeting content Encourages participation “Depersonalizes” ideas Increases sense of
accomplishment
Leave Time at the End of the Meeting for Feedback
• Perform a process pro’s and cons or benefits and concerns:
• What went well?
• What should we improve for next time?
• Perform a content pro’s and cons or benefits and concerns:
• How well are we meeting our objectives?
• What do we need to do better?
• Assign roles for next meeting
If you don’t do this your meetings will
never get any better.
The only way to improve meeting effectiveness is to evaluate it and
determine what to do better.
Reviewing
After the Meeting
• Review meeting benefits and concerns
• Solicit participants’ individual feedback on meeting
• Compare notes and prepare and distribute meeting minutes
• Follow up on Next Steps via email, phone, etc.
• Set up sub-teams to work on larger actions
• Issue progress reports
• Start planning the next meetingP
lan
Do
Review
A Checklist Can Help Evaluate Meeting Effectiveness
Activity 1. Was an agenda sent out ahead of time with minutes and any
pre-reading? 2. Were objectives clear? 3. Were handouts and meeting aides prepared in advance? 4. Was the meeting room set up properly? 5. Did the meeting start on time? 6. Was the agenda followed? 7. Did participants understand what was expected of them
during the meeting? 8. Did the meeting end on time? 9. Was there good participation in the meeting?10. Were meeting roles followed?11. Was the meeting summarized?12. Were participants’ problems, concerns, and needs sought?13. Were decisions made or action items assigned to resolve
problems?14. Were commitments asked for and made and documented?15. Were follow-up reporting times established?16. Did meeting leader practice good interpersonal skills: active
listening, paraphrasing, and recognizing non-verbals
Yes
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No
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