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Make It Better

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by

Leslie Hitt

on 1 April 2014

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Transcript of Make It Better

Effective Meetings
+ the care & feeding of the distance site
Leslie Hitt
Director of Student Affairs
UAMS Northwest
Fayetteville
interprofessional
1. Facilitate a good meeting.

2. Facilitate a good distance meeting.
Set the stage
1. Necessary?
Auto-meeting

make it count
teach a skill
2. Objective?
3. Grouping?
4. Who?
5. Location
know what's in there
allow enough time
Enlist help
SME
Timekeeper
Snacks
Note-taker
Capture ideas as action steps
Assign them to individuals
Declare deadlines

The Leslie Hitt Fan Club
“Because Blind Adoration Never Goes Out of Style”
© Leslie Hitt Fan Club, LLC

1. Call to Order + crowd control
2. Introductions, Roll Call
Acknowledge me at the distance site...
3. Minutes/notes from last meeting.
4. Officer/individual/committee reports
Stalking Committee
Sightings Committee
Pictures and Videos Committee
Restraining Order Review Committee
Bail Committee: –Who’s on call this weekend?
5. New business, announcements
a. LH Tour dates
b. Sitcom pilot air date
c. Book release party
d. Date of next meeting
The Dismount
"Casual Confidence"
What about my hands?
NO:
Sides (wooden)
Pocketing (creepy)
YES!
Waist-high
Contrast/compare
Show progression
"Watch" "quotation" "fingers"
Body check:
Relaxed, not sloppy
alert, not stiff
what's up with your jaw?
Solicit agenda items early, and mean it.
Know your audience, understand them.
The Big Show
Utopia
1. Be early
2. Take charge and manage time
3. Review agenda & objectives at beginning of meeting
4. Summarize before moving to next item on aenda

accomplishments
decisions
outcomes
5. Practice: "I don't know."

refer to SME
look up & follow up
6. Be flexible - what if it's a game-changing idea?
7. Tabling
Urgency
How long?
Analysis paralysis
Facilitate productive discussion

Some may need time to digest the info.
Offer alternative response mechanisms
Ferret out the meek!
Smell the fear!
Cavort!
Jeopardy!
Trivia
SAFETY
establish
create ownership:

"Based on your experience, what do you suggest we do here?"
Think analytically and critically:

"What are the consequences of trying it this way?"
Reflect, see things fresh:

"Why did this work so well for us?"
LEAD BY ASKING
Say this: "How is the research coming along?"
Not:

"Why'd you slack on the research?"
Encourage breakthrough thinking:

"Can this be done another way?"
You don't have to have the answer to ask a question. A great question will ultimately get an answer.
-Michael Marquardt, Leading with Questions: How Leaders Find the Right Solutions by Knowing What to Ask (John wiley & Sons, 2005)
Summarize!
What was decided
Who is doing it
When it will be done
What's up next
You will follow up.
Update on items w/o answers
Send notes/minutes soon...
remember it's part of someone's To Do list
The Real World
"Effective preparation brings us one step closer to Utopia."
-Leslie Hitt, circa 2012
"Kumbaya, lady."

-You, circa now
Manage conflict:
Keep it productive.
Practice this (add head nod at your own risk:)

That is a good point. I'll put it first on the agenda for next time.
Take the sting out of 'NO'

"You know what, it's not the direction we need to take right now, but I appreciate your input."
"We are tight on time right now. Can we continue this discussion in my office after the meeting?"
Check your ego at the door.

With your blind spots.

And monologues best left for late-night talk show hosts.
Deconstruct into bite-sized pieces of actionable items.
Some Helpful Phrases of Diffusion
That's interesting... tell me more.
That's interesting...why do you say that?
That's interesting...Why would you do that?
That's interesting... why would you ask that?
Discourages crickets... and hijacking.
Prime example...
The Care & Feeding of the Distance Site
or
Where (Even) Good Meetings Can Go Bad

even if I'm the only one there.
Think early, think often
agenda
handouts
gifts/discounts/coupons
TECH-no
Emily Post didn't think of this...
Charm may not convey.
Check baby, check baby 1-2-3-4
Expect delays!
Parameters: Know yours
Effective interrupting: The New Un-Rude
Look. At. Me.
The elephant
in the room.
Engage them well and often.
Mute buttons lie
Turning around
Texting
Sleeping
website that hosts computer-animated videos using text- to –speech technology. Anyone can create an animated short film. Pick characters, voice, set, type in text, & go.
• Free – have to purchase “points” to publish. (1200 xp = $10) my movies average 300 points each.
http://www.xtranormal.com/profile/6723402/
xtranormal
Prezi
Cloud-based presentation software.
Zoomable canvas.
PowerPoint on speed.
http://prezi.com/your/
Free to students & teachers with .edu email.
movie making, man!
Adobe Premiere
Windows MovieMaker
The Fishbowl Theory
by Leslie Hitt

Make that human connection.
But don't pick on them.
Not the screen behind you.
All of the prep work is even more important...
KNOW what your audience sees. Practice.
Get comfortable with your presentation method.
Know what it does: revert between modes.
Have videos up and paused at beginning waiting on you.
If possible, have your picture on presentation...
"I'm sorry, Dave. I'm afraid I can't do that."
Otherwise, you're just like
Use appropriate props, videos, technology.
Get them comfortable with clickers, table mics, camera, etc.
The distance dismount:
Watch that clock & warning messages
End with your face (not your presentation)
If you're about to be disconnected, stop everything and summarize, end with the distance site.

Even if meeting continues on your end...
PLAN B:
Because, sometimes...
Fuhgeddaboudit.
C'est la vie!
[insert French shrug]
I know, right?
Neutral face
Adjournment
I see Northwest Campus people...
The most action(able) figure:
1. So, Lester, um... you guys got anything?

2. Lester! Weigh in on the fundraising idea.

3. Lester, for next month's meeting I'd like the Northwest Campus to present the update on the fundraising project. I'll email you details this afternoon.
Death by Meeting: A Leadership Fable...
by Patrick Lencioni (2004)
Upfront and All Alone: An Illustrated Guide to Facilitating Workshops and Chairing Meetings
by Doug Urquhart (2009)
Recap!
Set the stage:

Necessity
Objective
Locale
Grouping
Who
Enlist help
Craft agenda
Solicit items early
Casual Confidence
Big Show:
Early
Manage time
Review at beginning
Summarize
Tabling
Close effectively
Facilitate productive discussion:
Safety first
Alternative response mechanisms
Cavort
Lead by Asking
Real World:
Manage conflict, keep productive
Focus on the group first
Deconstruct
Phrases
...of diffusion
Distance Recap:
Think early
Acknowledge me
Elephants...engage them
Parameters
Hot mic
What do you see?
But...but...
Look.At.Me
Fish
Know thy method well
Distance Dismount:
Your face!
Clock
Summarize, end w/distance site
Plan B
Goals:
Full transcript