Conducting Effective Meetings By: Romains Bos

Agenda Purpose PACER Code of conduct Meetings roles and responsibilities Effective meeting principles Meeting process Behaviors that help the meeting Problem statement Goal setting Delegation of action

Purpose

PACER

Code of conduct

Meetings roles and responsibilities

Effective meeting principles

Meeting process

Behaviors that help the meeting

Problem statement

Goal setting

Delegation of action

To properly drive the performance and accountability to executable plans to meet meeting objectives and commitments Purpose

PACER P urpose A genda C ode of Conduct E xpectations R oles and Responsibilities

P urpose

A genda

C ode of Conduct

E xpectations

R oles and Responsibilities

Establishing a Code of Conduct Ground rules or norms how the meeting should be run How team members will interact What kind of behavior is accepted Rules: Meeting’s start on time Only one conversation at a time Let everyone finish their sentence / thoughts Three knock rule Cell phones will be turned to vibrate during meeting Tools: - Brainstorming - Round Robin - Flipchart

Ground rules or norms

how the meeting should be run

How team members will interact

What kind of behavior is accepted

Rules:

Meeting’s start on time

Only one conversation at a time

Let everyone finish their sentence / thoughts

Three knock rule

Cell phones will be turned to vibrate during meeting

Tools:

- Brainstorming - Round Robin

- Flipchart

All Members are Active Participants Team Leader Time Keeper Scribe Process Monitor Spokesperson Meeting Minutes - sets guidelines and goals - ensures deadlines are met - makes ideas visible - keeps team focused - reports to other groups - takes notes Meeting Roles & Responsibilities

Team Leader

Time Keeper

Scribe

Process Monitor

Spokesperson

Meeting Minutes

- sets guidelines and goals

- ensures deadlines are met

- makes ideas visible

- keeps team focused

- reports to other groups

- takes notes

Effective Meeting Principles Set Purpose and Code of Conduct Define Desired Outcomes Always have an Agenda Establish Roles Capitalize on Brain Power Take Minutes Assign Action Items ROI Risks, Opportunities, and Issues

Set Purpose and Code of Conduct

Define Desired Outcomes

Always have an Agenda

Establish Roles

Capitalize on Brain Power

Take Minutes

Assign Action Items

ROI

Risks, Opportunities, and Issues

Meeting Process Schedule Performance ROI Closure Feed-Back Plan ROI Review Feedback Review External Dependencies Schedule Performance Functional stand up meetings Prepare Conduct Follow-Up

Behaviors That Help The Meeting Gate Keeping Encouraging balanced participation among all team members Clarifying Listening and probing for understanding Harmonizing Bringing together different points of view and helping people work through differences Initiating Offering new ideas and suggesting different approaches Summarizing Reviewing the discussion and decisions made and planning next steps ........Building Trust

Gate Keeping

Encouraging balanced participation among all team members

Clarifying

Listening and probing for understanding

Harmonizing

Bringing together different points of view and helping people work through differences

Initiating

Offering new ideas and suggesting different approaches

Summarizing

Reviewing the discussion and decisions made and planning next steps

Problem Statement Format for a good problem statement : The ( current process ) is resulting in ( measurable negative effect ) and ( business-related consequence ). We are ( producing defective product ) ( leading to an increase in customer complaints ) ( which could jeopardize our market share ). No hint of the solution should be in the problem statement Components Negative statement Result Consequence

Goal Setting T S mart M easurable A chievable R ealistic T imely S M A R

Delegation of Action Ensure task is relevant Ensure task is clear Break large task down Get completion date Look for subject matter experts Get willing commitment Offer assistance (yours or others) Create and distribute Action Table / ROI Follow-up Recognize achievement