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Meetings that Work

Learn how to effectively prepare, prioritize and manage meetings.
by

Peter Gunby

on 24 July 2013

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Transcript of Meetings that Work

How to stay on the path...
Meetings that Work
Course Objectives
Endings
You will understand situations where meetings are a productive versus a waste of everyone’s time.
You will learn how to plan, prepare, conduct & follow-up on a productive meeting.
You be introduced to the key traits of managing meetings effectively.
You will recognize unproductive meeting behaviors & discuss how to handle them professionally.
1. Preparation—use the 5 W’s for getting a meeting that works
2. Participation—encourage active participation and follow-through
3. Prioritization—determine what to leave in and what to leave out
4. Meeting Management—keeping meetings on track
Agenda
Timekeeper
Roles for Participants
Priorities – what absolutely must be covered?
Results – what needs to be accomplished at the meeting?
Participants – who needs to attend the meeting for it to be successful?
Sequence – in what order will you cover the topics?
Timing – how much time will be spent on each topic?
Date and Time – when will the meeting take place?
Place – where will the meeting take place?
Agenda Planning—
Evaluation
“Meetings are indispensable…
when you don’t want to do anything.”
-John Kenneth Galbraith
Makes sure the meeting starts and stops on schedule, reminds facilitator when agenda items are going over their allotted time.
Note Taker
Records what was said and distributes minutes as needed.
Whiteboard Wrangler
Writes ideas on the whiteboard during brainstorming sessions, makes sure every idea is recorded, whether or not it seems promising at first glance
Who Needs to Attend
Approver
Owner
Doer
Consulted
Informed
Supporter
Participation
We're all here,
because we're not all there
Preparation
The 5 Ws
Why--is a meeting necessary? (see effective reasons)
What--will you accomplish by having a meeting?
Who--needs to attend to achieve your meeting's objectives?
Where--what equipment, layout and location best serves your needs?
When--can you get all of the above together?
Problem Solving
Decision Making
Team Building
Learning Activities & Training
Planning
Conflict Resolution
Project Initiation
Brainstorming
EFFECTIVE
Data Dumps
Memo Meetings
Corrective Action
Updates
Getting Slackers on Track
Getting everyone on one page
Whipping-up enthusiasm
NOT EFFECTIVE
URGENT
NOT URGENT
IMPORTANT
NOT IMPORTANT
Quadrant I
Both
important
& urgent
Quadrant II
Quadrant III
Quadrant IV
Important
but not urgent
Urgent
but not
important
Neither
important
nor urgent
Effective Meetings
3 Things in Common
1. Achieve the Objective
2. Take the minimum amount of time
3. The participants feel a sensible process was followed.
CAUTION--slippery ahead
Confidence
Clear Purpose
COMPETENCE


Facilitation
Involvement
Decision Making
What you hope to accomplish &
Why it is important
Take Control
Belief in a
Positive Outcome
Meeting Management
Off Track
Late Arrivals & No Shows
Over-share
Low Engagement
Shh! they're in the room...
Action Items
Accountability
Follow-up
Minutes
Follow-through
Ongoing Improvement
Plus/Delta
Start/Stop/Keep
When things go wrong
Full transcript