Meeting Management People skills

People skills

25% to 80% of managers’ and professionals’ time is spent in meetings More than 33% of time spent in meetings is unproductive, costing business an estimated $37 billion a year For one Fortune 500 firm, the loss is $71 million a year Meeting Facts

25% to 80% of managers’ and professionals’ time is spent in meetings

More than 33% of time spent in meetings is unproductive, costing business an estimated $37 billion a year

For one Fortune 500 firm, the loss is $71 million a year

Almost 72% of business leaders surveyed currently spend more time in meetings than they did five years ago. More than 49% expect to be spending even more time in meetings four years from now. Only 33% of business leaders surveyed have had formal training in how to run meetings Meeting Facts

Almost 72% of business leaders surveyed currently spend more time in meetings than they did five years ago. More than 49% expect to be spending even more time in meetings four years from now.

Only 33% of business leaders surveyed have had formal training in how to run meetings

Although 75% say it is “almost essential” to have an agenda, they use an agenda only 50% of the time Only 64% of meetings achieve their intended outcome Meeting Facts

Although 75% say it is “almost essential” to have an agenda, they use an agenda only 50% of the time

Only 64% of meetings achieve their intended outcome

What is a Meetings? A meeting is an outcome directed interaction between 2 or more people that can take place in any of four environments Time Place Same Different Same Different Focus Groups Shift Workers Video Teleconferencing Dispersed Project Team Any Time, Any Place

Outcome-directed meeting Resources Present State (problems) Desired State (outcomes) Action Plan Topic 1 Activity Activity Topic 2 Activity Activity Topic 3 Agenda (Steps) Task Group/ people

The main goal of meetings a vehicle for communication & action not for confusion & frustration

Purpose of the meeting 1. Take decisions 2. Collect views, information and proposal 3. Briefing 4. Exchange information 5. Generating ideas 6. Enquire into the nature and causes of a problem

tests of an effective meeting 1. The outcome justifies the time spent. 2. There mustn't be a better outcome with the same investment. 3. The outcome must be acted on.

Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. 1. Planning and preparation 2. Efficient disposal of business Module 9 Elements of good meetings

Good Meetings (contd) Module 9 3. Open participation with adherence to the rules 4. Effective follow-up

criteria for an effective meeting 1. Purpose is clear to all attendees. 2. All who are needed are attending and only those who are needed are attending . 3. Participants are prepared. 4. Time is effectively used. 5. Participants are committed. 6. The main goals is achieving the goals, not meeting for sake of meeting. 7. The outcome should justify the investment. 8. Actions, responsibilities and mechanism for review are clear.

Attendance not by status or convention by relevance All who are needed are attending and only those who are needed are attending .

not by status or convention

by relevance

All who are needed are attending and only those who are needed are attending .

Preparation Preparation depends on the circulation in good time of an agenda for the meeting The notice of a meeting should inform date, time, place and intended duration people attending and their roles purpose(s) preliminary documentation, preparation, etc. the procedure for adding any items to the agenda

Preparation depends on the circulation in good time of an agenda for the meeting

The notice of a meeting should inform

date, time, place and intended duration

people attending and their roles

purpose(s)

preliminary documentation, preparation, etc.

the procedure for adding any items to the agenda

The use of time – meeting structure a structure which is suited to the purpose and membership of the meeting. whiteboard or a flipchart discussion is focused ideas are not lost minutes can be based on them avoids repetition of the same ideas recorded ideas can be dealt with in sequence avoids the dialogue of the deaf

a structure which is suited to the purpose and membership of the meeting.

whiteboard or a flipchart

discussion is focused

ideas are not lost

minutes can be based on them

avoids repetition of the same ideas

recorded ideas can be dealt with in sequence

avoids the dialogue of the deaf

Roles: Time-Keeper Makes sure there is a time-limit for each agenda item Let’s the group know when time is almost up Keeps the group on task, avoid tangents

Makes sure there is a time-limit for each agenda item

Let’s the group know when time is almost up

Keeps the group on task, avoid tangents

Tips for Effective Meetings Start and end your meetings on time Keep announcements to a minimum Sit in a circle Have an agenda and set time limits for each item Encourage participation Don’t let anyone dominate Use hand signals Have food

Start and end your meetings on time

Keep announcements to a minimum

Sit in a circle

Have an agenda and set time limits for each item

Encourage participation

Don’t let anyone dominate

Use hand signals

Have food

Meeting Environment a bright room with adequate lighting; a comfortable heating level; good air circulation; a good seating arrangement; and the early opening of the room. Ensure: Module 9

a bright room with adequate lighting;

a comfortable heating level;

good air circulation;

a good seating arrangement; and

the early opening of the room.

Large meetings The only thing accomplished efficiently in a large meeting is the giving of information. If the group is to respond with ideas or ask questions Split the qroup into discussion groups (8 is the ideal number)

The only thing accomplished efficiently in a large meeting is the giving of information.

If the group is to respond with ideas or ask questions

Split the qroup into discussion groups (8 is the ideal number)

Decision-Taking Meetings should be clear on whether a decision is really being taken by the meeting or whether, on the other hand, there is one person who has the responsibility for taking the decision with the help of meeting.

Meetings should be clear on whether a decision is really being taken by the meeting or whether, on the other hand, there is one person who has the responsibility for taking the decision with the help of meeting.

information exchange Where a series of people are to report overlapping information to a meeting (e.g. Progress reports on a project) questions on each report should be limited to clarification until all reports have been given.

Where a series of people are to report overlapping information to a meeting (e.g. Progress reports on a project) questions on each report should be limited to clarification until all reports have been given.

Facilitation & Running Effective Meetings

What is Facilitation? Process for running meetings or making decisions in a way that is: Smooth Effective Participatory Democratic

Process for running meetings or making decisions in a way that is:

Smooth

Effective

Participatory

Democratic

Why use facilitation? To involve people To make meetings more effective To increase the number of minds working on a problem To stay on task To keep people coming back to meetings

To involve people

To make meetings more effective

To increase the number of minds working on a problem

To stay on task

To keep people coming back to meetings

10 Tips for Facilitating Discussion Paraphrase Check Compliment Elaborate Energize

Paraphrase

Check

Compliment

Elaborate

Energize

10 Tips for Facilitating Discussion (cont.) Disagree Mediate Pull Change Summarize

Disagree

Mediate

Pull

Change

Summarize

Steps to Facilitation Success Choose a facilitator Set (or review) Ground Rules & Group Norms Choose other roles (as necessary) Start meeting agenda/Discussion

Choose a facilitator

Set (or review) Ground Rules & Group Norms

Choose other roles (as necessary)

Start meeting agenda/Discussion

generation of ideas This can be the purpose of a total meeting or of a part of a meeting. In many instutions there are pure “brainstorming” meetings in which the aim is to promote creative solutions to the problems. The key to success is to gather ideas systematically and not to allow any evaluative comments during the process. All ideas must be recorded on board or on a flipchart.

This can be the purpose of a total meeting or of a part of a meeting.

In many instutions there are pure “brainstorming” meetings in which the aim is to promote creative solutions to the problems.

The key to success is to gather ideas systematically and not to allow any evaluative comments during the process.

All ideas must be recorded on board or on a flipchart.

brainstorming The aim is to get as many as ideas in a given time. Key to success Suspend judgement Let yourself go and freewheel Quantity not quality Cross-fertilizer Use verbal shorthand; do not explain in detail It is both fun and highly productive

The aim is to get as many as ideas in a given time.

Key to success

Suspend judgement

Let yourself go and freewheel

Quantity not quality

Cross-fertilizer

Use verbal shorthand; do not explain in detail

It is both fun and highly productive

Spidergrams-mind mapping Set down a subject as the central point It is frequently used in report-essay writing and web design It enables the individual or group to collect ideas and organize them as they spring to mind, rather hold them back until relevant subject comes up in sequence. By letting our eyes wander on the chart we constantly restimulate our brains in each area.

Set down a subject as the central point

It is frequently used in report-essay writing and web design

It enables the individual or group to collect ideas and organize them as they spring to mind, rather hold them back until relevant subject comes up in sequence.

By letting our eyes wander on the chart we constantly restimulate our brains in each area.

Group Dynamics In a meeting, you may notice the following phenomena Repetition by the same person of the same point Failure of people to take up each other’s points except to attack them “ not invented here” reactions Lack of interest manifested by body language Arguments about the structure of the meeting Several people talking at once Blocking out of certain people and alliances between others Skillful anipulation of the meeting

In a meeting, you may notice the following phenomena

Repetition by the same person of the same point

Failure of people to take up each other’s points except to attack them

“ not invented here” reactions

Lack of interest manifested by body language

Arguments about the structure of the meeting

Several people talking at once

Blocking out of certain people and alliances between others

Skillful anipulation of the meeting

Types of Motions motions to: fix time of next meeting adjourn questions of privilege Privilege motions: Module 9

motions to:

fix time of next meeting

adjourn

questions of privilege

Types of Motions (contd) requests for information or answers to questions motions to: appeal  renew withdraw call for vote to be conducted in a particular way points of order Incidental motions: Module 9

requests for information or answers to questions

motions to:

appeal  renew

withdraw

call for vote to be conducted in a particular way

points of order

Interruptions Internal Phones Cross talk External Messages Calls Visitors Refreshments?

Internal

Phones

Cross talk

External

Messages

Calls

Visitors

Refreshments?

Recording a Meeting Minutes Authority Avoid conflict Accountability Brief minutes Decisions Full report Contribution Action Points

Minutes

Authority

Avoid conflict

Accountability

Brief minutes

Decisions

Full report

Contribution

Action Points

Majority Decision-Making decisions made based upon a majority vote: 50% +1 2/3 majority 3/4 majority efficient way to dispose of business minority may feel left out concern that issues rushed Small majorities result in implementation problems. Module 9

decisions made based upon a majority vote:

50% +1

2/3 majority

3/4 majority

efficient way to dispose of business

minority may feel left out

concern that issues rushed

Small majorities result in implementation problems.

Consensus While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision. Module 9

Process Review Control on Content Process Design Share the burden Problem people! Late comers Reward by review Punish in many ways!

Control on

Content

Process

Design

Share the burden

Problem people!

Late comers

Reward by review

Punish in many ways!

Ten commandments Thou Shalt Always Know What Time It Is Thou Shalt Not Forget the Main Reason for Meetings Thou Shalt Remember the Golden Rule of Meetings: Praise in Public, Criticize in Private

Thou Shalt Always Know What Time It Is

Thou Shalt Not Forget the Main Reason for Meetings

Thou Shalt Remember the Golden Rule of Meetings: Praise in Public, Criticize in Private

Ten Commandments Contd… Thou Shalt Not Convene Meetings Outside of Normal Business Hours Thou Shalt Not Use Group Pressure to Logroll Conclusions Thou Shalt Not Use Meetings to Gain Acceptance by force Thou Shalt Keep the Personal and the Corporate Distinct

Thou Shalt Not Convene Meetings Outside of Normal Business Hours

Thou Shalt Not Use Group Pressure to Logroll Conclusions

Thou Shalt Not Use Meetings to Gain Acceptance by force

Thou Shalt Keep the Personal and the Corporate Distinct

Thou Shalt Remember that the people are to participate Thou Shalt Always Prepare a Clear Agenda and Circulate It Beforehand Thou Shalt Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists

Thou Shalt Remember that the people are to participate

Thou Shalt Always Prepare a Clear Agenda and Circulate It Beforehand

Thou Shalt Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists

Somewhere in the middle of the uncharted Pacific Ocean, we find a beautiful, green, and uninhabited island. An off-course plane crashed on the island stranding seven people-a pregnant woman, a well-known American scientist, a teen-aged girl, an elderly diabetic man, a famous doctor, a software specialist, and a catholic priest. The Island Experience

Somewhere in the middle of the uncharted Pacific Ocean, we find a beautiful, green, and uninhabited island. An off-course plane crashed on the island stranding seven people-a pregnant woman, a well-known American scientist, a teen-aged girl, an elderly diabetic man, a famous doctor, a software specialist, and a catholic priest.

By luck, a lost plane stumbles upon t he island, but can carry only one of the seven back and possibly reach civilization. Since the plane was lost and does not have a GPS, the likelihood of its being able to return is remote. Although the people on the island will not starve, they must be able to meet necessary social and biological needs to survive. The Island Experience

By luck, a lost plane stumbles upon t he island, but can carry only one of the seven back and possibly reach civilization. Since the plane was lost and does not have a GPS, the likelihood of its being able to return is remote. Although the people on the island will not starve, they must be able to meet necessary social and biological needs to survive.

Your Task: Develop meeting outcome Develop meeting agenda: Sequence of “generate,” “ organize,” “evaluate,” “communicate.” The Island Experience

Your Task:

Develop meeting outcome

Develop meeting agenda: Sequence of “generate,” “ organize,” “evaluate,” “communicate.”

Your Task: Turn in a written expression of your outcome-oriented meeting (an outcome map to include with your journal) The write a journal entry to be submitted as a component of assignment 5 providing your assessment of the effectiveness of the team and the members of the team. The Island Experience

Your Task:

Turn in a written expression of your outcome-oriented meeting (an outcome map to include with your journal)

The write a journal entry to be submitted as a component of assignment 5 providing your assessment of the effectiveness of the team and the members of the team.