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Kathryn Frazier, Facilitator

Improving Meeting Effectiveness

An Easy Template for

Meeting Success

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PROCESS

Actions and tools

that help a team

get its work done.

TASK

The work the

team is trying

to get done.

TEAM

Understanding

Team

Dynamics.

Meeting Facilitation Model

S.P.A.C.E.R SAYS… “I Can Quickly Organize Your

Meetings”

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What is S. P. A. C. E. R.

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Safety is Everyone’s Responsibility

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Always Begin Each Meeting, At All Levels, With Safety

• Business leader shares or solicits a meaningful safety rule, tip, or concern

• Facilitator/Meeting leader shares site emergency information: Emergency signals Emergency phone numbers Exit locations, routes Assembly points

• Facilitator/Meeting leader shares an example of safety.

Or

The Habit of Safety First sends the Right Message

Every Meeting Needs anAGENDA

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Always Publish an

Agenda Before Each

Meeting

Purpose

of the

Meeting

Major Points

to Achieve in

the Meeting

Times for Each

Topic of Meeting

Who is

Responsible for

Each Topic of

Meeting

Always Start On Time and End On Time

Purpose Communicate the

Purpose of the meeting in the Agenda and at the beginning of the meeting.

Give a clear statement about:

Why we are getting together.

What we are here to accomplish.

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Sample Code of Conduct Area of Concern Potential Code of Conduct

Statement

Time Management Listen for Understanding

One Conversation at a Time

No Cell Phones or Beepers

Participation Everyone Participates

Appoint Some Co-Facilitators Time Keepers, Team Process-

Check Gate Keeper – Scribe

Challenging the Mindset Always Include a One-Minute

Item on Change – Look to the

Future not the Past

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Clearly Define Meeting Expectations

Leader and Participants Expect the

same Outcome from the Meeting

Each Participant Expresses Their

Expectation for the Meeting

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Collect a List of Expectations From the Team on

Flip Chart for Team Review at End of Meeting

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Roles and ResponsibilitiesAssign Meeting Roles at Start of Meeting to Ensure:

Efficient Meeting

Shared Meeting Responsibilities

Manage Group Dynamics

Ground Rules for Meeting

Select:• Meeting Leader• Time Keeper• Engage Members• Flip Chart Writer Parking Lot Issues or

Opportunities List

S. P. A. C. E. R. Ensuring Meeting Effectiveness

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Spacer’s Final Tip:

Agenda, agenda, agenda, agenda