PLANNING & EXECUTING EFFECTIVE MEETINGS

Mike DePollo September 16, 2010

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PLANNINGAll Meetings

? What are the Goals ? What is on the Agenda ? Agenda for the next time ? Is this a Face–to–Face meeting ? Is this a Long Distance meeting ? Who will take notes ? Do we need to issue minutes ? Do we need an Action Register ? Who are the StewardsContinue

DO’S and DON’TS

CONSIDERATIONS

THINGS TO THINK ABOUT

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AGENDA SUBJECT PERSON TIME RESPONSIBLE1. Introduction Danaca Jordan 12:05

2. Discussion Mike DePollo 12:10

3. Questions Rich Berg 12:30

4. Questions Everyone Else 12:50

5. Closing Patrice Riesenberg 12:55

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PLANNINGLong Distance Meetings

What needs accomplished ? Agenda in advance ? Do we use the computer

? Live Meeting ? Will everyone be able to hear

? Check out the Microphones ? Will everyone be able to see

? Pre-test and practice ? How does everyone give input ? How do we know who is talking

EXECUTINGIn General:

! Follow the Agenda but….. ! Stay open to input from others ! Share details in writing ! Involve Everyone ! Watch your time ! Summarize

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TOO MUCH DETAIL

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EXECUTING

DO WHAT YOU PLAN…

? Agenda in advance Face-to-face vs. Long Distance

? Do we use the computer Live Meeting

? Will everyone be able to hear Check out the Microphones

? Will everyone be able to see Pre-test and practice

? How does everyone give input ? How do we know who’s talking

What do we need to Avoid?

Excessive Side Tracks and Rabbit Trails One person dominating the meetingGiving our opinion FIRST and biasing othersBeing closed minded to the ideas of othersDistractions abound (Paper airplanes, tic-tac-

toe)Nobody listens, everybody talks (The bell story)

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TIME FOR YOUR INPUT!!

SUGGESTIONS

COMMENTS

QUESTIONSIDEAS

Apply in the classroom- how?Meeting minutes good for Tech reports later

detailed agenda w/ recurring items – copy agenda as minutes to save time

End meetings early if you are donecondense meeting accomplishments

have a reason to celebratelot of upfront work needed to make other people effective in

meetingsstay on goal

recognize excellence at the meetingconsider location of the meeting – make it close to people with less

flexibility

SHARING DOCUMENT

RESOURCES TO CONSIDER!

HarvardManageMentor(HMM) Eastman Online Courses

http://euweb/HMM/menu_cat.htm

Skillsoft Eastman Online Courses http://content1.skillsoft.com/spdocs/skillchoice/

BusSkillChoice.htm

Workplace Solutions, inc.http://www.betterworkplacenow.com/