teams and running meetings

Teams & Meetings

Presented byJim Marteney

Or

Team vs. Group

Collection of Individuals

People occupying the same space

Team vs. Group

Group

Members goal: to fulfill group role or assignment

Team vs. Group

Team

Members Goal: Reaching the team goal

What is the goal/vision of your department?

Keys to Effective Team Membership

Make your team better


Platinum Rule

Treat others as they want to be treated


Platinum Rule

Treat others as they need to be treated


Reward Your Team mates

Trust

Being able to rely on each other in uncertain situations

Trust

Blocks to Building Trust

Consensus

Not all have to totally agreeJust no one

totally disagrees

Consensus

From commander or

controllerTo team builder

ConsensusSuggestions for Reaching a

Consensus Avoid always arguing for your position Don’t assume Win/Lose Positions Don’t try and avoid conflict Avoid easy methods Seek differences of opinion

ConsensusSuggestions for Reaching a

Consensus Try and involve everyone Use group pronouns

Avoid communication of closed mindedness Clarify misunderstanding in meanings Orient group towards group goals

Running a Meeting

Running a Meeting

“Sometimes I get the feeling that the two biggest problems in America today are making ends meet..and making meetings end.” --Robert Orben

Running a Meeting

“Meetings...are rather like cocktail parties. You don’t want to go, but you’re cross not to be asked.” --Jilly Cooper

Running a Meeting

“A conference is a gathering of important people who singly can do nothing but together can decide that nothing can be done.” --Fred Allen

Running a Meeting

“A committee is a group that keeps minutes and loses hours. .” --Milton Berle

Running a Meeting

“We are going to continue having these meetings, everyday, until I find out why no work is getting done.” --Unknown

Meeting purposes include:• giving information• training• discussion (leading to an objective)• generating ideas• planning• workshops• consulting and getting feedback• finding solutions/solving problems• crisis management• performance reporting/assessment• setting targets and objectives• setting tasks and delegating• making decisions• conveying /clarifying policy issues• team building• motivating• special subjects - guest speakers• inter-departmental - process improvement

Why Call a Meeting?

How much does a meeting cost?

Salaries of participants

Time away from other tasks.

Conference room

How Good Are You at Running a Meeting?

“What words come to mind when I say the word ‘meetings?’ For me, it’s boring and a waste. “ --Marty Nemko


Percentage of executives believe meeting time is wasted. 50%Percentage of executives admit to daydreaming in meetingsPercentage of executives admit to missing meetingsPercentage of executives admit to falling asleep in meetings

91%

96%

39%

Percentage of executives report attending more meetings this year than a year ago. 46%


Which of these are good reasons to call a meeting.

a. For people give progress reports.b. To brainstormc. Both a and b.


Each meeting agenda should list the topics to be discussed, for example, the company pay structure.

False. Each meeting’s agenda item should list the expected outcome, for example, an agreement on a new pay structure. That reduces the risk that the meeting will be all jawboning and no outcome.

In advance, the leader should send participants the agenda, including the time allocated to each item.


True. Knowing the allocated time encourages people to be time-effective in their comments

Often, the leader should give participants something to prepare for the meeting. For example, for problem-solving meetings, have the group read the necessary background information and then think of one possible solution to the problem.


True. That will make the meeting more significant for each member.

If you know you're going to advocate for something, your opening sentence should be rehearsed.


True. First impressions matter a lot. Also, getting off to a good start will increase your confidence.

It’s often wisest to have a meeting first thing in the morning.


False. That’s the worst time. That’s when people are freshest and should be working on activities requiring maximum performance. Meetings are rarely that activity. Scheduling your meeting just before lunch or day’s end also encourages people to stay within the time limit they want to get out.

True. Divide and conquer.


If there's an issue you plan to argue for in a meeting, try to sit so you have eye contact with your allies and seat your opponents apart from each other.

False. Meetings should start on time so as not to punish the punctual. In future meetings, tardy types will more likely show up on time. Starting on time also shows you value participants’ time.


If some participants are late, wait five minutes before starting so you avoid having to go over material again.

The leader’s introductory remarks outside the agenda items should only last a minute or two.


True

Encourage people to air their opinions, even if controversial.


True. On important contentious issues, consider bringing in an outside facilitator.

Praise in Public, Criticize in Private


True

Even if an attendee is long-winded, the leader should rarely interrupt.


False. Long-winded or tangential statements are a major reason people hate meetings. You’ll be appreciated for tactfully cutting them off.

During meetings, it's often wise to have an activity that breaks the attendees up into groups of two or three.


True. That maximizes participation and alertness.

If the participants are starting to look bored, the chair should propose a 10-minute break.


False. Unless you've already been going for longer than 45 minutes, it's wiser to pick up the pace by standing up and speaking louder and more quickly to arouse the participants. Also choose lively participants to address the meeting.

Document the decisions made by the group, especially the person assigned to an action item and when and who will follow-up to be sure it’s done.


True

At the end of each meeting, review its effectiveness and suggest improvements for the next meeting.


True.

Running an Effective Meeting

Plan Inform Prepare

Structure and Control Summarize and Record


Plan Be clear on meeting objective Be clear why you need meeting

List topics


Inform What is being discussed

What you want from the discussion Anticipate what is needed


Prepare Logical sequence of items

Allocate time for importance of topic

Anticipate what is needed


Structure and Control Evidence then interpretation stage

Then move to action stage Don’t jump ahead or going back


Summarize and Record Summarize all decisions

Record immediately names responsible


Plan Inform Prepare

Structure and Control Summarize and Record

NowCreate a Great

Team

teams and running meetings

Education