Agenda• The importance of effective meetings• The effective-meeting process: – Before meetings (Plan) – During meetings (Do) – After meetings (Review)• A checklist to review meeting effectiveness
When Is a Meeting Effective? A meeting is effective when it achieves its objectives in a minimum amount of time to the satisfaction of the participants.
The Key Message Effective meetings are managed events – they don’t just happen.
Steps to an Effective Meeting Establish the need (why) Set a clear agenda (what and how) Arrange logistics (where and when) Plan Define roles and responsibilities (who) Pre-position key contributions Identify and overcome barriers • Follow the agenda • Record group thinking Do • Practice good meeting behaviors • Enact meeting roles • Identify next steps • Note benefits and concerns • Evaluate effectiveness Review • Circulate meeting summary • Follow up on next steps • Incorporate benefits and concerns into next meeting plan
Meeting basics:Planning Planning should take the most effort inorder to maximize the effectiveness of the meeting.
Five Basic Steps For Planning a Meeting1. Decide precisely what you want to accomplish during the meeting – a decision, a plan, alternatives, understanding? I prefer2. Plan the content of the meeting — the agenda — longer and the frequency and duration needed. meetings that meet less frequently3. Plan how you will present each part of the agenda for maximum effectiveness. Consider your outcome and determine the methods and environment that best supports it. How will decisions be made? Voting? Consensus?
Five Basic Steps for Planning a Meeting (continued)4. Plan what you will do after the meeting or Setting up sub- between meetings to be effective and to teams and make progress like status progress status reporting updates, teleconferences, sub-teams. outside meetings saves meeting time5. Plan how you will evaluate the meeting — for group issues as it is taking place and afterward.
Encourage Participation Through Hooks and Responses Let me build on that . . .What I hear you What I like about saying . . . that . . . How would we. . . Help meunderstand . . . I wish I knew Can you say what . . . more about that . . .
Leave Time at the End of the Presentation for Feedback• Perform a process pro’s and cons or benefits and concerns: • What went well? If you don’t do this your meetings will never get any better. • What should we improve for next time?• Perform a content pro’s and cons or benefits and concerns: • How well are we meeting our objectives? • What do we need to do better?• Assign roles for next meeting
ReviewingThe only way to improve presentation effectiveness is to evaluate it and determine what to do better.
After the Meeting• Review meeting benefits and concerns• Solicit participants’ individual feedback on meeting• Compare notes and prepare and distribute meeting minutes• Follow up on Next Steps via email, phone, etc.• Set up sub-teams to work on larger actions• Issue progress reports Review• Start planning the next meeting