Effective Effective MeetingsMeetings

Good vs. BadGood vs. BadWhat makes a good What makes a good meeting?meeting?

What makes a bad meeting?What makes a bad meeting? Is it your fault?Is it your fault?

As the leader?As the leader?As an attendee?As an attendee?

Pre-MeetingPre-MeetingWhyWhyWhatWhatWhoWhoWhenWhenWhereWhere

Script OneScript One► A: Hey.A: Hey.► Facilitator: Okay, is J here yet? Where’s B and K? I need Facilitator: Okay, is J here yet? Where’s B and K? I need

them to describe the new project. them to describe the new project. ► H: Well, B is at work. K probably didn’t know where to go. J H: Well, B is at work. K probably didn’t know where to go. J

is always late.is always late.► P: Hey, are we done yet?P: Hey, are we done yet?► Facilitator: No. Okay, so what do you think about having a Facilitator: No. Okay, so what do you think about having a

tour at the local recycling plant? tour at the local recycling plant? ► H: What recycling plant?H: What recycling plant?► P: What tour? More importantly, when’s dinner?P: What tour? More importantly, when’s dinner?► R: I thought we decided on having a guest speaker instead of R: I thought we decided on having a guest speaker instead of

a tour?a tour?► Facilitator: We didn’t decide on anything. Okay, forget that Facilitator: We didn’t decide on anything. Okay, forget that

for now. I need B to describe the idea any way. So, we have for now. I need B to describe the idea any way. So, we have the IR report due in five days. Who wants to do this? R? Do the IR report due in five days. Who wants to do this? R? Do the IR report. P make some copies of the scholarship the IR report. P make some copies of the scholarship application. H reserve the big auditorium for next week. application. H reserve the big auditorium for next week. Hey, R, I was working on problem 6, and I got 42, what did Hey, R, I was working on problem 6, and I got 42, what did you get?you get?

► A: Um, yeah. Bye.A: Um, yeah. Bye.

QuestionsQuestionsWhy did we have this meeting?Why did we have this meeting?What did we do? What did we do? Who really needed to be there?Who really needed to be there?When did this take place?When did this take place?Where was the meeting?Where was the meeting?

Script OneScript OneA: Hey.A: Hey.A: Um, yeah. Bye.A: Um, yeah. Bye.

►Did A need to be there at all? Did A need to be there at all? ►Did A contribute?Did A contribute?

Script OneScript OneFacilitator: Okay, is J here yet? Where’s B and K? I Facilitator: Okay, is J here yet? Where’s B and K? I

need them to describe the new project. need them to describe the new project. H: Well, B is at work. K probably didn’t know where to H: Well, B is at work. K probably didn’t know where to

go. J is always late.go. J is always late.

►Was the agenda distributed early enough?Was the agenda distributed early enough?►Where is the meeting? A usual place? A quiet place?Where is the meeting? A usual place? A quiet place?►Lateness should not be tolerated.Lateness should not be tolerated.

Script OneScript OneP: Hey, are we done yet?P: Hey, are we done yet?P: What tour? More importantly, when’s P: What tour? More importantly, when’s

dinner?dinner?

►Is P really interested?Is P really interested?►What time is it?What time is it?►What can P do to make the meeting better?What can P do to make the meeting better?

Script OneScript One►Facilitator: We didn’t decide on anything. Facilitator: We didn’t decide on anything.

Okay, forget that for now. I need B to Okay, forget that for now. I need B to describe the idea any way. So, we have the describe the idea any way. So, we have the IR report due in five days. Who wants to IR report due in five days. Who wants to this? R? Do the IR report. P make some this? R? Do the IR report. P make some copies of the scholarship application. H copies of the scholarship application. H reserve the big auditorium for next week. reserve the big auditorium for next week. Hey, R, I was working on problem 6, and I Hey, R, I was working on problem 6, and I got 42, what did you get?got 42, what did you get?

►Couldn’t this be done with e-mail?Couldn’t this be done with e-mail?► Is the meeting over?Is the meeting over?

Pre-MeetingPre-Meeting

WhyWhy WhatWhat WhoWho WhenWhen WhereWhere

WHY – Do not call a meeting if you WHY – Do not call a meeting if you cannotcannot

Define and write the meeting objective Define and write the meeting objective When other forms of communication will work When other forms of communication will work

(telephone, letter, report, e-mail). Much of the (telephone, letter, report, e-mail). Much of the business conducted in meetings is better done in business conducted in meetings is better done in writing.writing.

If one or more the key people cannot attend.If one or more the key people cannot attend. Just because the meeting is regularly scheduled.Just because the meeting is regularly scheduled. When gathering a group can be avoided by When gathering a group can be avoided by

talking to one or two key people.talking to one or two key people. To substitute for your personal action. (Make the To substitute for your personal action. (Make the

decision!)decision!)

WhatWhatWhat are we going to discuss?What are we going to discuss?

Prepare an AgendaPrepare an Agenda

Agenda• Specify the group, title, date, location, and starting and

ending times.• Limit the number of agenda items to assure proper

coverage of each item.• List the important items first. Separate the "have to" from

the "would be nice to" items. • Assign a person responsible for each item.• Provide sufficient detail about each item to allow

participants to prepare, but do not include unnecessary documentation.

• Provide adequate time for feedback and follow-up.• Distribute the agenda, in advance, as your meeting

notice.

WhenWhen

Allow an adequate notice period.Allow an adequate notice period.Do not make the meeting during meal Do not make the meeting during meal

time.time.

WhereWhereSelect a comfortable, convenient Select a comfortable, convenient

location that is conductive to location that is conductive to getting the work done.getting the work done.

Avoid public areas where passer-bys Avoid public areas where passer-bys may interrupt.may interrupt.

Avoid distractions.Avoid distractions.

WhoWhoInvite only those Invite only those

necessary to get necessary to get the job done.the job done.

Have a time Have a time keeper.keeper.

Have someone Have someone to take minutes.to take minutes.

At the MeetingAt the Meeting

Script TwoScript Two► R: Hey, do you want to start now, we are already 10 minutes R: Hey, do you want to start now, we are already 10 minutes

late.late.► Facilitator: Sure, yeah. Okay, I call this meeting to order. Has Facilitator: Sure, yeah. Okay, I call this meeting to order. Has

everyone had a chance to review last meeting’s minutes? Are everyone had a chance to review last meeting’s minutes? Are there any corrections?there any corrections?

► P: I move to accept the minutes as written.P: I move to accept the minutes as written.► G: Seconded.G: Seconded.► Facilitator: All in agreement?Facilitator: All in agreement?► All: Aye.All: Aye.► Facilitator: Minutes approved unanimously. The first item on our Facilitator: Minutes approved unanimously. The first item on our

agenda is to review the details for the tour. B, will you please agenda is to review the details for the tour. B, will you please give the necessary details?give the necessary details?

► G: Who me? G: Who me? ► Facilitator: No, B not G.Facilitator: No, B not G.► P: Before we get started, I just want to point out that J has been P: Before we get started, I just want to point out that J has been

very rude in regards to the guest speaker. very rude in regards to the guest speaker. ► J: What? Wait a minute.J: What? Wait a minute.► R: No, you were being rude to P at the last meeting.R: No, you were being rude to P at the last meeting.► Facilitator: Let’s stick to the agenda.Facilitator: Let’s stick to the agenda.► J: Well, it is not my fault that P always comes up with stupid J: Well, it is not my fault that P always comes up with stupid

ideas.ideas.► R: Now, shut up all of you. F just said to stick to the agenda.R: Now, shut up all of you. F just said to stick to the agenda.► Facilitator: Forget it, I give up.Facilitator: Forget it, I give up.

Leadership Leadership RulesRules

•Unite the ParticipantsUnite the Participants•Focus the GroupFocus the Group•Get the Group Get the Group MovingMoving

Meeting LeadershipMeeting LeadershipUNITE THE UNITE THE

PARTICIPANTSPARTICIPANTS• Main pitfall isMain pitfall is AggressionAggression

• Remove byRemove by 1) Letting off 1) Letting off steamsteam 2) Not taking sides 2) Not taking sides

3) Include all 3) Include all

participantsparticipants 4) Stick to facts 4) Stick to facts

Meeting LeadershipMeeting LeadershipFOCUS THE GROUPFOCUS THE GROUP

• Main pitfall isMain pitfall isGetting off the Getting off the pointpoint

• Remove by:Remove by: 1) Staying alert 1) Staying alert 2) Keeping Control 2) Keeping Control 3) Testing 3) Testing ComprehensionComprehension 4) Paraphrase / then 4) Paraphrase / then inquire.inquire.

Meeting LeadershipMeeting LeadershipGET THE GROUP GET THE GROUP

MOVINGMOVING• Main pitfall isMain pitfall is RepressionRepression

• Remove by:Remove by: 1) Inquire of all 1) Inquire of all 2) Record 2) Record

suggestionssuggestions 3) Build up ideas 3) Build up ideas

Leader’s ResponsibilitiesLeader’s ResponsibilitiesStart and finish on time. Starting late penalizes Start and finish on time. Starting late penalizes everyone. Late arrivers will soon learn to be on everyone. Late arrivers will soon learn to be on time.time.Make introductions, as necessary.Make introductions, as necessary.Restate the purpose of the meeting at the Restate the purpose of the meeting at the beginning.beginning.Assign someone to record the meeting minutes Assign someone to record the meeting minutes and the follow-up responsibilities.and the follow-up responsibilities.Stick to your agenda.Stick to your agenda.Encourage discussion, but do not let people Encourage discussion, but do not let people ramble on. It is your right and responsibility as ramble on. It is your right and responsibility as meeting leader to steer people back on course meeting leader to steer people back on course when the conversation strays. Remember, it is when the conversation strays. Remember, it is your meeting.your meeting.

Leader’s ResponsibilitiesLeader’s ResponsibilitiesSummarize and integrate the discussion. This is Summarize and integrate the discussion. This is especially helpful when you have people who especially helpful when you have people who tend to ramble.tend to ramble.Record action items and assign follow-up Record action items and assign follow-up responsibilities as appropriate. responsibilities as appropriate. Take a break if the meeting is longer than one Take a break if the meeting is longer than one and one-half hours. and one-half hours. Set the next meeting date and time, if Set the next meeting date and time, if appropriate.appropriate.When the meeting is over, adjourn it. This seems When the meeting is over, adjourn it. This seems obvious, but many meetings get drawn out obvious, but many meetings get drawn out because no has the responsibility, courage, sense because no has the responsibility, courage, sense or desire to realize the discussion is complete and or desire to realize the discussion is complete and declare the meeting closed. declare the meeting closed.

Participant’s ResponsibilitiesParticipant’s ResponsibilitiesPrepare before the meeting, as required.Prepare before the meeting, as required.Be on time.Be on time.Listen to others.Listen to others.Contribute to the discussion as appropriate.Contribute to the discussion as appropriate.Listen to others.Listen to others.Stick to the subject. Do not go off on Stick to the subject. Do not go off on tangents.tangents.Listen to others.Listen to others.Accept your share of the delegated work. Accept your share of the delegated work. Follow-up on your responsibilities in a Follow-up on your responsibilities in a timely fashion. timely fashion.

Post-Meeting Follow-UpPost-Meeting Follow-UpClean up.Clean up.

Distribute minutes, with follow-up Distribute minutes, with follow-up responsibilities, immediately after the responsibilities, immediately after the meeting.meeting.

Follow-up on responsibilities and Follow-up on responsibilities and assignments.assignments.

Evaluate the meeting: Did we Evaluate the meeting: Did we accomplish the objective? What accomplish the objective? What would you change next time?would you change next time?

ConclusionConclusion Questions: Why, What, Who, When, & Questions: Why, What, Who, When, &

WhereWhere Agenda – Stay on TrackAgenda – Stay on Track Responsibilities – Leader, Participant, Responsibilities – Leader, Participant,

Follow-UpFollow-Up