QUICK GUIDE TO EFFECTIVE MEETINGS BEFORE Meeting Guidelines
Determine 3 P’s: Purpose, Payoff, Process
QUESTIONS / CONSIDERATIONS
⇒ What is the purpose and desired outcome or payoff?
NOTE: The purpose should state why a meeting is needed. Write one by finishing this sentence. “The purpose of the meeting is to ________.” Outcomes / payoff focus the meeting by indicating what information is to be shared and what decisions / actions need to occur. The process / plan is the actual agenda that accounts for the leaders, content, sharing, processing, and logistics of the meeting. ⇒ Is a meeting really necessary to achieve the purpose and payoff? ⇒ Determine cost/benefit of having meeting. ⇒ What alternatives exist to meeting? (phone, email, documentation, etc.)
Identify Required Attendees
⇒ ⇒ ⇒ ⇒
Who should attend the meeting based on purpose and payoff? What are the knowledge levels and requirements of attendees? What is the chemistry of the attendees? What unexpected issues might arise?
Send Outlook Meeting Request
⇒ Should be sent NO LATER than 24 hours in advance if preparation is required (More advanced notice would be preferable—24 hours should be an exception). ⇒ Should include: Logistics: Time, date, location, meeting place information, assigned roles, PCD code for logging time (if applicable). NOTE: Timing of meeting− sensitive to global timing issues when establishing a meeting with Be attendees in different time zones. If standing meetings, trade off the time to accommodate attendees’ needs. Studies show that the best time to meet for decision making/brainstorming type meetings is between 9:30 – 11:30 a.m. and 3:00 – 5:00 p.m. Agenda that includes 3 P’s: Purpose, Process, Payoff. Sequence agenda topics in order needed to achieve outcomes / payoff. Agenda items should support achievement of overall meeting objectives/payoff. Agenda items should include time allotment, topic / subtopics, method (discussion, brainstorm, presentation), owner and outcome (Decide… Inform…). Pre-Meeting Action Items: Assign action item(s), person(s) responsible, and date for completion. Includes any information necessary to review / act upon prior to meeting in order to accomplish meeting payoff. NOTE: For Pre-Meeting Action Items, abide by these rules: - Explain why it’s important. - Give adequate lead time. - Provide clear instructions (Review, analysis, edit, etc.). - Emphasize need to complete in advance. - Assign it only if you intend to use it.
Agree to Team Operating Norms
Set Ground Rules to create a team contract of how people will behave. It keeps meetings focused and on target. Examples: ⇒ All attendees participate (Determine methods to gain full participation while acknowledging the impacts of different global cultural dynamics on how people share information and opinions) ⇒ Rotating assigned roles: Facilitator, Co-facilitators, Presenters, Note Taker, Process Observer, Timekeeper. ⇒ Challenge ideas, not individuals. ⇒ Agree on open, respectful communication. ⇒ Start on time / Stop on time (SOT / SOT). ⇒ Establish consequences for being late (i.e. Owe facilitator a dollar, automatic note taker next meeting, etc.) ⇒ One conversation at a time ⇒ Confidentiality ⇒ Regularly evaluate the meeting
Portions have been adapted with permission from The Consultant’s Tool Kit, by Mel Silberman
FTI Training & Development 1
by Mel Silberman FTI Training & Development 2
. Regularly evaluate the effectiveness of meetings: What went well? What could be improved? Etc.
Presentations Guidelines Presentations can be time wasters if they are not planned and facilitated well. agenda topic item.
Use a Parking Lot The parking lot is a visible space to scribe items that are important. discussion and breadth of ideas. Ask for input from attendees by name and / or location frequently (i. Helps ensure greater involvement. Wastes time of those on time and sends message that it’s okay to be late). discussion points. Give participants reflection questions: What points did you agree/disagree with? How could the proposal be improved? What new questions does it raise?
QUICK GUIDE TO EFFECTIVE MEETINGS (continued)
Portions have been adapted with permission from The Consultant’s Tool Kit.
Multi-Site Meeting Challenges Participants arriving late disrupting call. adherence to ground rules. etc. action items before moving to next topic on agenda to ensure understanding. and handout being used frequently. END MEETING BY: Asking three questions: What key points did we cover? (Review of agenda topics / discussions) What tasks / action items were assigned to whom and by when? Overall. Announcing / confirming assigned roles (scribe. co-facilitator. Thanking attendees and reiterating next meeting timing / location / roles. especially in brainstorming / decision making type meetings. Refer to the page number.
Multi-Site Meeting Tips Establish and enforce ground rules (ESPECIALLY start on time / Stop on time.
FACILITATE MEETING BY: Staying objective. and ensures that visual tools / flip charts will be modeled at each location. what did we accomplish? (Decisions made. Use tele-conference capabilities when possible. Balancing productive discussions with the need to keep group focused on intent of agenda and payoff. Limited participation / involvement from other sites.
Ensure Team Enforcement of Ground Rules Have the team be responsible for monitoring the adherence of ground rules—they established them.QUICK GUIDE TO EFFECTIVE MEETINGS (continued) DURING Meeting Guidelines
BEGIN MEETING BY: Greeting attendees. Reviewing 3 P’s and Preview Specific Agenda topics. What are your thoughts…Sally? What do you think about that…Robert?). confirm outcome / payoff was achieved) Reviewing Parking Lot issues and determining next steps of those items not addressed during course of meeting. Reviewing action item status from last meeting. Conducting roll call (If multi-site or new attendees). but not relevant to the issue at hand. Assign roles of co-facilitator at each site. Use Parking Lot to capture important issues that arise but are not critical for achievement of this meeting’s payoff. Recapping and refocusing attention back to agenda by paraphrasing comments. Asking for additional agenda items. ensure they own them. Have site break out sessions followed by entire group debriefs to encourage involvement. Follow these ground rules to ensure quality and critical thinking: Separate presentation from discussion. Make procedural suggestions as needed to adjust the agenda items and discussions to meet payoff. Do NOT back track to get late arrivers up to speed. Parking Lots help meetings stay focused and on track by minimizing tangent conversations. if appropriate. Difficulty in following along with discussion when flip charts and other visual tools are being developed during course of meeting. Allow clarification questions only during presentation.). Flip chart these items so they are captured to be dealt with later. Other sites having side-bar (mute) conversations..e.
Move from problem identification to solution. Members take sides. Feelings cannot realistically be left outside the meeting. use ground rules. agree on key implementation points of projects.
Recognize Symptoms of Conflict Ideas get attacked before they are fully stated. periodic process checks). Suggestion does not build on previous ones. inevitable aspect of team process. Follow up on Parking Lot issues. by Mel Silberman
FTI Training & Development 3
. Seek first to understand. ground rules. • Suggesting ways of resolving conflict. then to be understood. Recipe for consensus: . • Identifying areas of conflict and commonality and ideas for bridging gaps. Remain neutral. I can support the proposed decision.
Ensure that Minutes / Action items are documented and sent to attendees within agreed upon timeframe.
Processing Conflict Acknowledge feelings. Recognize helpful behavior. Negativity: Ask group to comment on negative opinions. Refocus conversation on original topic/goals. Listen. . Empathize with each other. Dealing with Unruly Behavior Establish ground rules before problems occur. etc. Quiet members: Periodically draw them in without putting them on the spot. Victim mentality (versus proactive). Create group signals for confronting behavior (3-knock rule. • Round-robin sharing of concerns.The decision does not compromise my values or ethics. Check for agreement / disagreement. roles. Dominators: Ask them to scribe. Meet privately with repeat offenders. Communicate nonverbally. use Parking Lot if point is relevant. look at offenders. Refer to them often. agree on team projects.
Act to Resolve Conflict Recognize that conflict is a natural.
Portions have been adapted with permission from The Consultant’s Tool Kit. Model and expect this behavior. if appropriate. Formula: C=A+S (Consensus=Agreement+Support). Side Conversations: Stop. Win-lose pressures.). Ask if they would like to share their idea. Communicate outcomes to larger audience.DURING Meeting Guidelines
Disruptive Behaviors and Strategies Late Arrivers: Start on time. Rambling: Stay focused on agenda. . Mutually agree resolution is desirable. don’t update. Use consensus to determine team functions (meeting frequency.I’ve heard and understand your position. Seek a variety of opinions on issue. Expect all participants to share responsibility for meeting process.
Consensus is a psychological state of supporting an action for decision that the group decides to pursue. Process feelings by: • Taking a break. • Silently brainstorming issues on cards. Comments are personal attacks. seek input from all participants. Confront unruly behavior. Respect people’s right to have their feelings and encourage expression. Get them into the open. Test for consensus by verbal polling or a written vote.You’ve heard and understand my position.