• Save
Complete Toolkit for Improving Meetings
 

Complete Toolkit for Improving Meetings

on

  • 824 views

This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here:

This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here:
http://flevy.com/browse/business-document/complete-toolkit-to-improve-the-efficiency-and-effectiveness-of-meetings-449

Wasting valuable resources in unproductive and inefficient meetings can be one of the biggest avoidable costs for any business.

This Meetings Toolkit has been complied to improve the efficiency and effectiveness of Meetings with tools and templates designed using direct feedback from many different businesses about the structure and culture of meetings.

The kit contains:

1. Powerpoint presentation on the why and how to improve meetings
2. Three Excel templates to assist:
1. Agenda Template
2. Meeting Log
3. Meeting Scorecard

These will help deliver better desired outcomes, making meetings work harder for you and more efficient meetings translates into less time spent in meetings.

Statistics

Views

Total Views
824
Views on SlideShare
811
Embed Views
13

Actions

Likes
1
Downloads
0
Comments
0

2 Embeds 13

http://learnppt.com 12
http://localhost 1

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Complete Toolkit for Improving Meetings Complete Toolkit for Improving Meetings Presentation Transcript

  • The Complete Toolkit to improve the efficiency and effectiveness of Meetings
  • PURPOSE, USE & BENEFITS Meeting efficiency & effectiveness is critical to improve the way to conduct a business Purpose • This Meetings Toolkit has been complied to improve the efficiency and effectiveness of Meetings • These tools and templates have been designed using direct feedback from many different businesses about the structure and culture of meetings • Previous learnings and existing tools have been leveraged from the business, where relevant Use • Best practice would be to use these tools and templates for all meetings • However, from a practical perspective, you should use these tools and templates for all larger, recurring meetings (for both process and departmental meetings) and when it makes sense for other smaller or ad hoc meetings • At a minimum, most meetings should have a TOR and an Action Log Benefits • Better desired outcomes, making meetings work harder for you • More efficient meetings translates into less time spent in meetings with more time to „do‟
  • MEETING EFFICIENCY & EFFECTIVENESS Poor meeting culture is often the core reason for ineffective meetings Why do our meetings typically go wrong? • No clear objective or agenda • Lack of preparation • Too many or the wrong people • Late start or run out of time • Interruptions or poor behavior • Confrontational behavior and conflict • No actions assigned • Actions not completed • Trying to solve the issue in the meeting Why do we need better meetings? • Effective meetings are an essential requirement for managing business performance • Effective meetings are critical for monitoring and sustaining performance • Poorly run meetings are a tremendous source of lost-time and frustration for many organisations • Meetings are an opportunity to build cohesive teams • Meetings are the time to drive results, remove barriers and escalate issues
  • MEETING EFFICIENCY & EFFECTIVENESS Best practice meetings should align with “The 40-20-40 Rule” Preparation (40%) • Prepare and distribute TOR and agenda • Agree and assign key roles for the meeting – Owner, Chairperson, Scribe and Coach • Use the agenda to review the list of required versus optional attendees • Complete due action items and update the electronic action log • Prepare and distribute any prereading documents with executive summaries • Read the pre-reading and clarify issues beforehand Execution (20%) Follow-Up (40%) • Everyone is responsible for an efficient & effective meeting, not just the Chairperson • Update the electronic action log on a shared common drive within a day of the meeting • Be clear on the roles & responsibilities of each person in the meeting • People are responsible for actioning their own action items by the due date and updating the electronic action log • Review the TOR and agenda • Review the action log from last meeting • Recap on the agreed Ground Rules for the meeting and follow them • The scribe should update the action log as issues arise and review with attendees at the end • A meeting Coach should be present for key meetings to track meeting performance • The latest action log should be reviewed at the beginning of next meeting ─ Highlight any overdue action items ─ Review completed action items since last meeting, as required
  • TORs & AGENDA TERMS OF REFERENCE – [INSERT MEETING NAME] MEETING NAME: FREQUENCY: DATE/ TIME: DURATION: LOCATION: [Is the name descriptive enough?] .. ../ .. .. minutes .. REQUIRED ATTENDEES: • .. (Owner) • .. (Chairperson) • .. (Scribe) • .. (Coach) • .. • .. PURPOSE OF THIS MEETING: • To [insert a verb – eg. agree, inform, align] • To .. • To .. AGENDA: 1. [Insert a high-level/ generic here – please note that a more detailed agenda template can be found on the next slide to be used as required] 2. .. OPTIONAL ATTENDEES: • .. MEETING BEHAVIOURAL GUIDELINES: • Respect each other – start on time, finish on time • Listen & value each others contributions • Challenge the issue, not the person • Clarify each attendee‟s role & responsibility • Define purpose, agenda & expected outcomes • Use executive summaries, send pre-reads in advance • Come prepared – pre-read & clarify issues beforehand • Keep on topic, focus on the agenda • Align the rest of the team before/ after the meeting, not in it • Use the action log, assign responsibilities & timings • Commit to completing action items with urgency • Mobiles on silent, laptops only when related to meeting INPUTS: • Action log • [What do people need to prepare before this meeting to achieve the expected outcomes?] EXPECTED OUTCOMES: • [What do you need from this meeting? Should be linked to the purpose/s and used to drive discussion] • To [insert a verb – eg. agree, inform, align] • To ..
  • TORs & AGENDA There are a number of best practice guidelines to follow when creating Agendas for your meetings • Ultimately the Meeting Owner is responsible for finalising the Agenda, however they may ask participants to pre-populate agendas before meetings on a shared drive • Allocate a set time for each item to help keep meeting on track • Identify the type of agenda item to be presented, leading to the expected outcomes: ─ INF: To inform – items will be a distribution of information only ─ ALI: To align – input is desired, be prepared to share ideas and views ─ AGR: To agree – following discussion/ presentations, attendees and key stakeholders will be invited to contribute to decision making process • Avoid „any new business‟, get people in the habit of providing agenda items and any prereading material ahead of time
  • ROLES & RESONSIBILITIES At a minimum, each meeting needs to have an Owner, Chairperson & Scribe Meeting Owner “To Lead” Chairperson “To Facilitate” Scribe “To Record Actions” Coach “To Measure & Track Performance” • The leader of the meeting • Presents the TOR and agenda at the start of the meeting • Recaps and agrees that everyone is accountable to the agreed behavioural guidelines The Meeting Owner & Chairperson may Objectively facilitates the meeting be the same person, depending on the size of the meeting Manages the agenda during the meeting Tracks the time against the agenda Assigns a dedicated Scribe and Coach Steers the conversation – focuses on the agenda, takes other discussions “offline” • Distributes pre-reading 2 days in advance including the TOR and agenda • Presents and reviews the Action Log at the start of each meeting • • • • • • Records all actions, decisions and resolutions during meeting • Updates the Action Log throughout the meeting • Distributes the updated Action Log to all participants within a day of the meeting via a shared electronic drive • Presents and reviews the Action Log at the end of each meeting • Evaluates the meeting using the standard Meeting Scorecard • Tracks the meetings performance over time • Provides feedback on meeting performance to Meeting Owners and attendees ─ Initially this role will be fulfilled by HR, with coaching role assigned to individual attendees over time
  • TABLE OF CONTENTS Table of contents • Purpose, Use & Benefits of this Meetings Toolkit • Meeting Efficiency & Effectiveness • Terms of Reference & Agendas • Roles & Responsibilities • Behavioural Guidelines • Pre-Reading & Presentation Guidelines • Length of Meeting Times • Action Logs • Meeting Scorecards • Meeting Scheduling Guidelines • Meeting Acceptance Guidelines
  • TABLE OF CONTENTS Table of contents • Purpose, Use & Benefits of this Meetings Toolkit • Meeting Efficiency & Effectiveness • Terms of Reference & Agendas • Roles & Responsibilities • Behavioural Guidelines • Pre-Reading & Presentation Guidelines • Length of Meeting Times • Action Logs • Meeting Scorecards • Meeting Scheduling Guidelines • Meeting Acceptance Guidelines
  • PRE-READING & PRESENTATIONS EXECUTIVE SUMMARY – TEMPLATE Why Are You Presenting? Executive Summary Risks/ Opportunities • To … (inform, align, seek approval for, update…) • .. • (No more than 2 lines per key point, only provide the key pieces of information needed to achieve your purpose for presenting, save the detail for the appendix if possible) • .. You can use this standard executive summary template if one doesn‟t already exist for the document you‟re presenting As a rule of thumb, if you‟re not able to successfully convey the key points of your presentation on one page using these headings – you might not be ready to present Risks/ Opportunities • ..
  • LENGTH OF MEETING TIMES Avoid the issues related to back-to-back meetings by always scheduling your meetings to finish at least 5 minutes earlier in Outlook Current Problem • Most people feel that meetings are currently „too long‟ • Some people spend their days in „backto-back‟ meetings that can finish later than scheduled, meaning their next meeting starts late Solution Length of Meetings Guideline: • Schedule your meetings to finish at least 5 minutes early in Outlook ─ “If you schedule an hour, you will take an hour” ─ Finish early to allow you to get to your next meeting on time Current Meetings Length Recommended Length 30 mins 25 mins 60 mins 50 mins 90 mins 75 mins 120 mins 100 mins
  • ACTION LOG All key meetings should use the standard Action Log to capture any issues, actions and resolutions with due date timings and a single person responsible for actioning The standard Action Log template is included as a separate Excel model
  • TABLE OF CONTENTS Table of contents • Purpose, Use & Benefits of this Meetings Toolkit • Meeting Efficiency & Effectiveness • Terms of Reference & Agendas • Roles & Responsibilities • Behavioural Guidelines • Pre-Reading & Presentation Guidelines • Length of Meeting Times • Action Logs • Meeting Scorecards • Meeting Scheduling Guidelines • Meeting Acceptance Guidelines
  • TABLE OF CONTENTS Table of contents • Purpose, Use & Benefits of this Meetings Toolkit • Meeting Efficiency & Effectiveness • Terms of Reference & Agendas • Roles & Responsibilities • Behavioural Guidelines • Pre-Reading & Presentation Guidelines • Length of Meeting Times • Action Logs • Meeting Scorecards • Meeting Scheduling Guidelines • Meeting Acceptance Guidelines
  • TABLE OF CONTENTS Table of contents • Purpose, Use & Benefits of this Meetings Toolkit • Meeting Efficiency & Effectiveness • Terms of Reference & Agendas • Roles & Responsibilities • Behavioural Guidelines • Pre-Reading & Presentation Guidelines • Length of Meeting Times • Action Logs • Meeting Scorecards • Meeting Scheduling Guidelines • Meeting Acceptance Guidelines