Lean Meeting Machine - Workshop Slides

911 views
594 views

Published on

FAST Meetings Co. (www.fastmeetings.com.au) tips and techniques on running effective and productive meetings through our Lean Meeting Machine

Published in: Business, Technology
0 Comments
3 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
911
On SlideShare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
20
Comments
0
Likes
3
Embeds 0
No embeds

No notes for slide
  • Voice187, 18:30-19:40 Here ’ s a couple of examples about how we ’ ve applied what you ’ ve seen in this conference. We recently worked with an Australian-based corporation that was about to go bankrupt, they were making an 8 million dollar loss and the banks were breathing down their neck. And 15 months on, they just sold half of their business to Seek for 33 million dollars. The turnaround came from a series of FAST meetings built into a change process, driven by the vision of a new ceo, aligning the 600 people in this organisation, all around the world; this was an australia-based business. <more detail> So transformation of a huge type because they energised so quickly huge amounts of people around the same vision. They said these were our clients over here, big institutional clients, and then said guess what the individual is our client. So they had to get everyone turning their heads around, and it was through many different types of meetings but using the same methods you ’ ve seen here that really drove that. </more detail> A sales conference with a very big australian brand that everybody here would recognise. Lots of complex products and lots of big accounts; they service most of the accounts around the country. Lots of big products, lots of big accounts. From a sales conference of 3 days, they got three core products that they wanted to focus on collectively as well as continuing to sell the othes, but that collective focus got everyone aligned on those three products. David spoke to them just last month, and nine months on, they were still talking about the two things they got out of the conference. One of them was the focus on the three products and the other was a particular structure they had put in place to keep themselves focused. So they were working for them in a big way. Strategy planning; just one example, a group had to basically redesign their whole business model which meant that the way they actually made money from their clients and the way they spent money to produce their products had to transform, so fundamental change, and after a strategy retreat of just two days, the traction they got from that drove, over the next two years, massive change in their revenues and they basically became very profitable, resulting in 3 times growth of their revenue. So those are some pretty good examples.
  • Lean Meeting Machine - Workshop Slides

    1. 1. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Meetings Co. Lean Meeting Machine
    2. 2. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 F Focus
    3. 3. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Why are you here? Share with the person next to you (2min)
    4. 4. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meetings are at the intersection of… Strategy (Process) Culture (People)Strategy (Process) Culture (People) Action MeetingsMeetings Vision
    5. 5. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 A Lean Meeting Machine
    6. 6. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Too many meetings Decision makers not attending Unclear meeting type Unclear purpose Encouraging participation, engagement Keeping people on track Managing dominant personalities Getting decisions made Agreement and commitment Getting clear outcomes and actions Having measurable action items People accountable to follow through Too many priorities to action Measuring meeting effectiveness What’s not working?
    7. 7. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Purpose Individual: Learn the FAST framework to increase your effectiveness in meetings Organisation: Recognise the business impact of your meetings culture
    8. 8. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes Individual: Apply 1-3 practical actions over the next 30 days Organisation: Consider next steps to drive Productivity, Speed, Engagement & Innovation through your meetings culture
    9. 9. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Process Focus Awareness Solution Traction
    10. 10. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 About FAST Meetings Co.About FAST Meetings Co. est. 1997est. 1997 Meetings Impact 1. Training 2. Coaching 3. Online tools & resources 4. Measurable ROI
    11. 11. Our ClientsOur Clients
    12. 12. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 A Awareness
    13. 13. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
    14. 14. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
    15. 15. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
    16. 16. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The FAST Framework Focus Awareness Solution Traction Start Finish
    17. 17. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The power of structure; ignored or used
    18. 18. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Worlds Best Agenda Template • 5 min video • Download
    19. 19. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST – Worlds Best Agenda Template
    20. 20. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Power of focus "One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.” Steve Jobs, CEO of Apple Inc.
    21. 21. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Banish unfocussed meetings 1. Distinguish the meeting type 2. Define a precise purpose 3. Right people for purpose 10%
    22. 22. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 There are 4 types of meetings Type Decide: binding decisions made Consult: ideas sought, shared Inform: one way downloads Relate: trust and knowing others
    23. 23. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meeting type Type Perception Reality Optimal Range Decide 50% 30-50% Consult 30% 40-50% Inform 10% 0-5% Relate 10% 10-15% 16% 53% 28% 3%
    24. 24. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 1. Inform meetings should be banished 2. Endless Consult/ Collaborate meetings are slowing organisations down 3. Cancel Decide meetings if the right people are absent Your reactions please!
    25. 25. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Focussed meeting invitations
    26. 26. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Email template for Unfocussed invitations Dear First-name, Thank you for your meeting invitation. I would like to help you get the outcomes you want. So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People). Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared. I will await your reply before I do anything further with this. Cheers Your name
    27. 27. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Focussed meeting invitations
    28. 28. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Initiating focussed meetings For a meeting you will attend soon; a) Write the meeting name b) Confirm the meeting type c) Define a pin-point purpose if you were initiating the invitation (NOT generic statements) a) Pose a central question for participants to consider
    29. 29. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Framing – Focus a meeting as it starts Context – the background surrounding the meeting/ topic Purpose – Why - the primary intention for the meeting/ topic Outcomes – What – the product to be achieved People – Who - the people/ groups involved & their needs Process – How - the approach & steps to be taken Space – the room and set-up Content – the question to kick off Awareness Time – the amount available (for each step) Risks - What not - pitfalls to avoid
    30. 30. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Facilitating Awareness
    31. 31. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Ask powerful questions 2. Enable participation 3. Move from debate to dialogue 50%
    32. 32. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Power of Questions
    33. 33. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Define the central question “If I had 1 hour to save the world, I would spend 55 minutes defining the problem and 5 minutes solving it” Einstein “We spend a lot of time solving problems, and then find out we haven’t been clear on the central question we are trying to answer” Senior Manager, Major Bank
    34. 34. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable Participation
    35. 35. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 5 Participation Principles
    36. 36. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Defend
    37. 37. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Debate
    38. 38. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Dialogue
    39. 39. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Engaging People • Dominic the Dominator • Kim the Quiet One • Trevor that goes on Tangents ValidateValidate InviteInvite ConfirmConfirm
    40. 40. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch to Solution
    41. 41. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Make decisions 1. Switch at 2/3 of time 2. Solve at the right language level 3. Use a suitable decision method 20%
    42. 42. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch to Solution (2/3 of time) 3333 minmin
    43. 43. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Solve at the right language level Concept Concrete Detail
    44. 44. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Solve at the right language level Concept Concrete Detail Eg. Pilot stage complete Pilot stage, 20 users tested, evaluation results collated Pilot stage, 20 users tested from 3 customer segments, evaluation metrics including access, speed and price, results shown with recommendations
    45. 45. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Decide using the right method • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded
    46. 46. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsensusConsensus Decide using the right method
    47. 47. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsultativeConsultative ConsensusConsensus CollaborativeCollaborative Decide using the right method
    48. 48. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 “The tendency to move up to the right of graph has become endemic. This is slowing organisations down as leaders abdicate their responsibility to make decisions.” What are your comments to this..
    49. 49. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Deliver outcomes and actions 1. Be specific - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 3. Uphold accountability ≤ ≥ mtgs 10%
    50. 50. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Be clear and specific What Who When A A vague, broad concept of the action All End Sept B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place One person Sep 30
    51. 51. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meeting actions are like radioactive waste
    52. 52. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The half life of meeting minutes Send Solution, Traction ≤ 48 hrs Send Solution, Traction ≤ 48 hrs
    53. 53. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 S Solution & T Traction
    54. 54. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The 30/ 30 Challenge • Reduce your meeting time by 30 mins per day for 30 days
    55. 55. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Be specific - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 3. Uphold accountability ≤ ≥ mtgs 1. Switch at 2/3 of time 2. Solve at the right language level 3. Use a suitable decision method 1. Ask powerful questions 2. Enable participation 3. Move from debate to dialogue 1. Distinguish the meeting type 2. Define a precise purpose 3. Invite right people for purposeFocus Awareness Solution Traction 10% 50% 20% 10%
    56. 56. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes - Individual 1. What are the 1-3 ideas most useful to you in increasing your meeting effectiveness? 2. Will one of those ideas be the 30/30 challenge? 3. What will you do to apply these ideas in practice for the next 30 days? Apply 1-3 practical actions over the next 30 days
    57. 57. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes - Organisational 1. Lean Meeting Machine training 2. FAST Facilitator™ training 3. FAST Facilitation™ 4. Free Webinar Consider next steps to drive: •Productivity •Speed •Engagement & •Innovation through your meetings culture
    58. 58. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Support Obtain - In 24hrs • Worlds Best Agenda Template • FAST Facilitator Toolkit • Feedback survey • Resources via Web links Review - In 15 days • Traction review Ask - Ongoingly • www.fastmeetings.com.auwww.fastmeetings.com.au • info@fastmeetings.com.auinfo@fastmeetings.com.au

    ×