Designing Effective Meetings:
SM
10 Essential Elements

Introduction Experience

©Mindful Innovation, Inc. 2013
Check In
“I arrive to this session feeling _______."

©Mindful Innovation, Inc. 2013
Reflect
• How was it to share your feeling?
• How was it to hear from others?
• What shifts, if any, did you notice?

©Min...
Purpose
See the potential to:
• Engage every meeting participant to have
greater impact
• Improve performance
• Create the...
Participant Roles
1) Evaluator
2) Participant
Provide feedback in an online survey
Opportunity to sign up for next step of...
Focus on a Meeting

©Mindful Innovation, Inc. 2013
The Elements

©Mindful Innovation, Inc. 2013
Creative illustration

©Mindful Innovation, Inc. 2013
Model and Worksheet

©Mindful Innovation, Inc. 2013
4 Themes
• The content is not new but it is new
• This model is scalable
• Do it our way and do it your way
• Go slow to g...
1. Prepare
Make ready beforehand for a specific purpose.
1. What is at stake for the team/organization?
2. Is the meeting ...
2. Care
Get connected to what matters for full participation.
1. What is important to you about this meeting/event?
2. Wha...
Exercise

1. FROM: What is the challenge?
2. TO: What is the opportunity?
As it relates to designing effective meetings.

...
3. Agree
Create safe space for authentic engagement.
1. How will we create "safe space?"
2. How will we design our partner...
Process Norms
• What is said here stays here (confidentiality)
• Ask for what you need and offer what you can
• Challenge ...
Procedural Norms
• If you cannot attend the meeting you may send a
representative in your place
• Start and end on time
• ...
4. Connect
Build familiarity to create community.
1. How will we "hear all the voices?"
2. How will we discover who we are...
Connection Questions
• What's important to you about this meeting?
• How are you feeling right now?
• What are you celebra...
5. Focus
Produce a clear image of what we will create together.
1. What background information needs to be shared?
2. What...
Impact
You will leave feeling inspired to experience more
because you see the potential for this methodology.

©Mindful In...
Impact
• Clear
• Confident
• Committed
• Curious
• Energized
• Connected (to the mission)
• Connected (to others)
• Trusti...
Outcomes
• By the end of this session, participants will learn
about the essence, importance and critical questions
for De...
Outcomes
Objectives of your meeting ideally stated in a
way that is specific, measurable, achievable,
realistic and timely...
6. Explore
Discover and integrate to fulfill our purpose.
1. How will you conduct yourself during this meeting?
2. What fo...
Conversation Formats

©Mindful Innovation, Inc. 2013
Conversation Formats

Think - Pair - Share: Pose a question and give
participants a few moments to think about the questio...
Conversation Formats

Calibration (Spectrogram): An interactive exercise
which highlights the range of perspectives in a g...
How comfortable are you exploring
new ideas?
Mindset: “Notice without judgment”
On the continuum:
•
•
•
•

1 = Risk Avoida...
Calibration
• At this moment, how likely are you to apply
what you've learned so far to your work.
• Mindset: “Notice with...
Conversation Formats

Powerful Questions: A powerful question evokes
clarity, action, discovery, insight, or commitment. I...
What's wanting to happen in
my/our meetings?

©Mindful Innovation, Inc. 2013
7. Acknowledge
Express appreciation for strengthening connection.
1. Who and/or what are we grateful for?
2. Who and/or wh...
8. Evaluate
Reflect to adjust and refine.
1. What worked?
2. What would you like to be/do more, less or different?
3. What...
Critical Questions
WHAT WORKED? (e.g. "I liked..." or "I learned...")
About the context?
About the people?
About the proce...
9. Commit
Trust we will be accountable and follow through on
next steps.
1. Who will do what?
2. By when?
3. How will we k...
Commit
What action will you take?

©Mindful Innovation, Inc. 2013
10. Close
Intentional completion to end well.
1. What do you need to say or do to have closure
for now?
2. What is your le...
Take Away
What do you want to remember?

©Mindful Innovation, Inc. 2013
www.mindfulinnovation.com
©Mindful Innovation, Inc. 2013
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Design the Meeting Everyone is Eager to Attend

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Effective meeting design is the artful expression of today’s creative leader. Thoughtful preparation is key to generating the results you want to create within your team, project, department, and organization.

Reports show that the average worker loses at much as 31 hours a month to unproductive meetings. That's four work days each month and that 1/2 of all meetings are unnecessary.

The multitasking environment of today often leaves little room for focusing on what’s important in organizing, designing, and leading effective meetings. Meeting leaders are often stymied in the land of overwhelm spinning on the hamster wheel of too many meetings, too little time, too little attention, and too few meaningful results. Futility and frustration permeate the collective response to meetings.

Sound familiar?

It doesn’t have to be this way.

You can make a difference. Try something new!

Move from disengaged time wasting meetings that frustrate and confuse to thoughtful meeting design that yield greater efficiencies, add clarity, engage everyone’s skills and talents, and build valuable contributions from you, your people, your projects, and the products and services you are working to deliver.

Learn innovative strategies to:

Engage every meeting participant to have greater impact
Improve performance
Create the outcomes you need to get the job done proficiently


Mindful Innovation, Inc. invites you to a complementary 90-minute introductory session of the innovative program, Designing Effective Meetings: Ten Essential Elements, where you will learn and experience ten vital elements fundamental to designing effective meetings. Even in complex and stressful situations, this meeting design process creates an environment that allows for healthy tension and accelerated performance.

Contact us for a complimentary consultation that will empower you to turn your meetings in proven results.

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Design the Meeting Everyone is Eager to Attend

  1. 1. Designing Effective Meetings: SM 10 Essential Elements Introduction Experience ©Mindful Innovation, Inc. 2013
  2. 2. Check In “I arrive to this session feeling _______." ©Mindful Innovation, Inc. 2013
  3. 3. Reflect • How was it to share your feeling? • How was it to hear from others? • What shifts, if any, did you notice? ©Mindful Innovation, Inc. 2013
  4. 4. Purpose See the potential to: • Engage every meeting participant to have greater impact • Improve performance • Create the outcomes you need to get the job done more efficiently ©Mindful Innovation, Inc. 2013
  5. 5. Participant Roles 1) Evaluator 2) Participant Provide feedback in an online survey Opportunity to sign up for next step offerings of different programs to take a deeper dive into this material. ©Mindful Innovation, Inc. 2013
  6. 6. Focus on a Meeting ©Mindful Innovation, Inc. 2013
  7. 7. The Elements ©Mindful Innovation, Inc. 2013
  8. 8. Creative illustration ©Mindful Innovation, Inc. 2013
  9. 9. Model and Worksheet ©Mindful Innovation, Inc. 2013
  10. 10. 4 Themes • The content is not new but it is new • This model is scalable • Do it our way and do it your way • Go slow to go fast; go deep to go far ©Mindful Innovation, Inc. 2013
  11. 11. 1. Prepare Make ready beforehand for a specific purpose. 1. What is at stake for the team/organization? 2. Is the meeting necessary? 3. Who should attend and what are their roles/responsibilities? ©Mindful Innovation, Inc. 2013
  12. 12. 2. Care Get connected to what matters for full participation. 1. What is important to you about this meeting/event? 2. What is the potential positive impact for those who may be attending? 3. How will we create a welcoming environment that invites everyone to engage? ©Mindful Innovation, Inc. 2013
  13. 13. Exercise 1. FROM: What is the challenge? 2. TO: What is the opportunity? As it relates to designing effective meetings. ©Mindful Innovation, Inc. 2013
  14. 14. 3. Agree Create safe space for authentic engagement. 1. How will we create "safe space?" 2. How will we design our partnership alliance? 3. How will we insure an efficient and effective process? ©Mindful Innovation, Inc. 2013
  15. 15. Process Norms • What is said here stays here (confidentiality) • Ask for what you need and offer what you can • Challenge by choice • Presume positive intentions • Value every voice and see/honor different perspectives • Encourage an open/possibility mindset and innovative options • Allow for pauses and processing time • Have fun • Other? ©Mindful Innovation, Inc. 2013
  16. 16. Procedural Norms • If you cannot attend the meeting you may send a representative in your place • Start and end on time • Cell phones off • Assign roles to support an effective group process (e.g. facilitator, time keeper, scribe, process observer) • Final decisions made cannot be changed by members who are not present ©Mindful Innovation, Inc. 2013
  17. 17. 4. Connect Build familiarity to create community. 1. How will we "hear all the voices?" 2. How will we discover who we are and what we care about ? 3. How will we discover what we can create together? ©Mindful Innovation, Inc. 2013
  18. 18. Connection Questions • What's important to you about this meeting? • How are you feeling right now? • What are you celebrating today? • What do you appreciate about (team member)? • What are you willing to let go of? What are you ready to make room for? • What's our greatest opportunity? • What's at stake if we are successful? ©Mindful Innovation, Inc. 2013
  19. 19. 5. Focus Produce a clear image of what we will create together. 1. What background information needs to be shared? 2. What is the desired impact? (How will people feel?) 3. What are the desired outcomes? (What will people do?) ©Mindful Innovation, Inc. 2013
  20. 20. Impact You will leave feeling inspired to experience more because you see the potential for this methodology. ©Mindful Innovation, Inc. 2013
  21. 21. Impact • Clear • Confident • Committed • Curious • Energized • Connected (to the mission) • Connected (to others) • Trusting • Valued • Challenged (e.g. to grow) ©Mindful Innovation, Inc. 2013
  22. 22. Outcomes • By the end of this session, participants will learn about the essence, importance and critical questions for Designing Effective Meetings: 10 Essential Elements. • By the end of this session, participants will identify a take away and one action they may take to practice their learning. ©Mindful Innovation, Inc. 2013
  23. 23. Outcomes Objectives of your meeting ideally stated in a way that is specific, measurable, achievable, realistic and timely. ©Mindful Innovation, Inc. 2013
  24. 24. 6. Explore Discover and integrate to fulfill our purpose. 1. How will you conduct yourself during this meeting? 2. What formats will promote essential conversation? 3. How will we harvest the wisdom in the room? ©Mindful Innovation, Inc. 2013
  25. 25. Conversation Formats ©Mindful Innovation, Inc. 2013
  26. 26. Conversation Formats Think - Pair - Share: Pose a question and give participants a few moments to think about the question. Pair up to talk about the answer each person came up with. Pairs share their thinking with the larger group. ©Mindful Innovation, Inc. 2013
  27. 27. Conversation Formats Calibration (Spectrogram): An interactive exercise which highlights the range of perspectives in a group. A facilitator asks a question and participants line up along a continuum. ©Mindful Innovation, Inc. 2013
  28. 28. How comfortable are you exploring new ideas? Mindset: “Notice without judgment” On the continuum: • • • • 1 = Risk Avoidant 2 = Cautious 3 = Curious 4 = Cliff Diver 1 4 ©Mindful Innovation, Inc. 2013
  29. 29. Calibration • At this moment, how likely are you to apply what you've learned so far to your work. • Mindset: “Notice without judgment” Where are YOU?: 0 (Don’t Know) to 1 (not likely) 3 (may be likely) 5 (highly likely) FIST (0) FIVE (5) Don’t know Highly likely ©Mindful Innovation, Inc. 2013
  30. 30. Conversation Formats Powerful Questions: A powerful question evokes clarity, action, discovery, insight, or commitment. It is an inquiry that creates greater possibility, new learning and clarity. ©Mindful Innovation, Inc. 2013
  31. 31. What's wanting to happen in my/our meetings? ©Mindful Innovation, Inc. 2013
  32. 32. 7. Acknowledge Express appreciation for strengthening connection. 1. Who and/or what are we grateful for? 2. Who and/or what do we want to celebrate? 3. How will we express our appreciation? ©Mindful Innovation, Inc. 2013
  33. 33. 8. Evaluate Reflect to adjust and refine. 1. What worked? 2. What would you like to be/do more, less or different? 3. What have we learned and how does that inform next practices? ©Mindful Innovation, Inc. 2013
  34. 34. Critical Questions WHAT WORKED? (e.g. "I liked..." or "I learned...") About the context? About the people? About the process? Other? WHAT DIFFERENT? (e.g. "I liked..." or "I learned...") About the context? About the people? About the process? Other? WHAT MORE? (e.g. "I liked..." or "I learned...") About the context? About the people? About the process? Other? ©Mindful Innovation, Inc. 2013
  35. 35. 9. Commit Trust we will be accountable and follow through on next steps. 1. Who will do what? 2. By when? 3. How will we know? 4. What might get in the way and how will we accommodate? ©Mindful Innovation, Inc. 2013
  36. 36. Commit What action will you take? ©Mindful Innovation, Inc. 2013
  37. 37. 10. Close Intentional completion to end well. 1. What do you need to say or do to have closure for now? 2. What is your learning or take away? 3. How will we close together? ©Mindful Innovation, Inc. 2013
  38. 38. Take Away What do you want to remember? ©Mindful Innovation, Inc. 2013
  39. 39. www.mindfulinnovation.com ©Mindful Innovation, Inc. 2013

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