You have an important meeting ahead and you need it to be just perfect. This presentation explains the concept of a workshop-in-a-box and how it can assist you in delivering a truly high performance meeting.

1. Workshop in a box
Delivering highly
productive meetings for
Team Leaders Paul Nunesdea | CEO
groupVision | Optimizing group collaboration

2. What’s in the box?
Meeting productivity:
“Get the most of your meetings with the least effort”
• Get the most out of meetings means:
– Decisions are taken
– Conflicts are resolved
– Participants are committed to collaborate
– The team has a common understanding about goals & objectives
– Tasks are organized
• With the least effort means:
– In a short time
– With the least travel time and costs
– With the right participants

3. Why should you contract us?
You have to run an important meeting but...
• You are too busy to properly prepare it
• Some participants may be remote
• Participants need to actively contribute new ideas
• Very specific results need to be accomplished
• Agreed deadlines cannot be missed
In one word:
When the risk of being unproductive is high.

4. The meeting life cycle
Initiate Decide on the format:
- face-to-face
- Telephone
- Video
- Citrix / Webex / Ms Lync
- MeetingSphere
Prepare
Invite participants
Set roles and tasks
Set goals
Set agenda
Inform participants
Involve participants
Accomplish
Use creativity software
Use Flip Charts, etc.
Set follow up tasks
Set roles and goals
Inform participants

5. How do we measure meeting productivity?
• Face-to-face vs. remote
• Right participants
• Adequate creativity technique
• Adequate IT support
• Usage of IT in remote meetings
• Well invested time
• Perceived usefulness
• Perceived importance
How well does your meeting life cycle responds toward a given set
of standards:

6. Helping hand for just what you need
• Our workshop-in-a-box provides just the level of service you
require for each meeting
• Our methodology provides a clear and unique way to identify
– What are your meeting requirements
– How can success be measured
– What is necessary to succeed

7. The building blocks

8. A simple two steps process
Meeting on Meeting (MonM):
What needs to be
accomplished in this meeting?
A group facilitator organizes
your meeting agenda and if
necessary can also help you
run the meeting

9. Different service level agreements
• Meeting management
• Group facilitation
• Bespoke meeting design

10. Our lightweight support
Maybe you have…
• staff constraints that make it difficult to manage your meeting in a timely
and professional fashion.
• or you have meetings that take place across a large geographic area with
dispersed staff.
• Maybe you just want your meetings handled in a hassle free and
expedient manner.

11. Dedicated Meeting Manager
Our Meeting Management service provides a dedicated specialist that will
take care of all of the following aspects of your meeting and more:
• Operate as a member of your staff before the meeting
• Handle all aspects of meeting coordination
• Receive all Agenda Submissions
• Distribute your Agenda
• Start, Stop & Monitor Streamed Meetings
• Ensure accurate voting
• Prepare Minutes
• Manage your meeting workflow routing
• Trains your staff on Meeting Management

12. Meeting management
A meeting involves a lot of preparation that will be resting on us, releasing
your staff for other more important duties.

13. Our group facilitation services
We can create both the collaborative working environment and
the collaborative work system that you require to achieve higher
meeting productivity.

14. A group facilitated meeting
START
1. Analyze: Understand the topic and being clear on what kind of new
ideas that must be sought
2. Formulate: Formulate the right questions
OPEN
3. Activate: removing obstacles to creativity and enable the free flow of
thoughts and ideas
4.A Produce: find large number of new ideas
4.B Differentiate : Change and improve existing ideas
DECIDE
5. Select: Selecting the best ideas in a first selection
6.Refine: Refine and curate ideas in more concrete items
7. Assess: Rate existing ideas based on different criteria
8. Prioritize: differentiate between immediately actionable ideas, ideas
for the medium term and for long term.
9. Document: Revision of work done
TRANSFORM
10. Convert: Implement the best ideas into action

15. Group facilitation
Group facilitator
Time keeper
Group recorder
Our workshop-in-a-box delivers an effective collaborative work system where
group roles and norms are established to achieve higher levels of performance.

16. Two types of group facilitation
– Basic facilitation – helps groups learn ground rules and develop ability
to self-facilitate most conversations.
– Developmental facilitation – Helps groups identify and change deeply
held defensive routines and develop skills for leading organizational
change and transformation.
• Developmental facilitation strongly overlaps with organizational
development (OD) interventions
• OD = systemic and systematic change effort using behavioural
sciences knowledge and skills to transform the organization to a
new state.

17. Bespoke agenda design
We can also design your meetings according to specific requirements
Basic facilitation
– Business & sales planning meetings
– Risk assessment
– Quality improvement meetings
– Design thinking meetings
– Thought Leadership sessions
– Management Board retreats
Developmental facilitation
– Theory U
– Future search conferences
– World café
– Open space technology
– Etc.

18. One application example
– Business & sales planning meetings
– Management Board retreats
– Risk assessment
– Quality improvement meetings
– Design thinking meetings
– Theory U
– Thought Leadership sessions
– Future search conferences
– World café
– Open space technology
– Etc.

19. What exactly is Theory U?
From Otto Scharmer’s THEORY U: LEADING FROM THE FUTURE
AS IT EMERGES. Cambridge MA Society for Organizational
Learning (2007) www.theoryU.com
Theory U proposes
that the quality of the
results that we create
in any kind of social
system is a function
of the quality of
awareness, attention,
or consciousness that
the participants in
the system operate
from.

20. How does it impact your meetings?
We work in close collaboration with certified professionals from the International
Association of Facilitators to identify the best expert for your bespoke meetings.

21. Deliverables
Our meeting deliverables are defined according to each meeting
requirements and normally consist of
• Data analysis for internal use only
– Raw Data
– Tables
– Charts
• Management summary
– Key findings
– Success factors
– Potential for improvement
– Proposed measures
• Checklists and Protocols
– Content for management briefings
– Suggestion to implement briefings, checklists and protocols

22. Our meeting productivity software – MeetingSphere™ – allows detailed
reporting for management briefings, such as product innovation charts.

23. Intangible deliverables
The overall sensation of having achieved something
together that coheres a team.
Image source: http://commons.wikimedia.org/wiki/File:Team_Work.jpg#filelinks

24. About the author
• Paul Nunesdea is the English author name of Paulo
Manuel Coimbra Nunes de Abreu an organizational
psychologist, MSc in Information Management and
PhD in Management Science.
• Paul has conducted research work and external
consultancy in a varied number of organizations
including National and Regional Governments as
well as in both private companies and not for
profits.
• In 2003 he started the "Forum Hospital do Futuro"
a not for profit initiative that convened a national
Think Thank in Portugal.
• In 2009 he founded the Iberian Healthcare Leaders
Forum that has convened several Thought Leaders
summits.
• Since 2012 is a member of the International
Association of Facilitators.

25. • groupVision specializes in group collaboration
and works with group facilitators from the IAF
- International Association of Facilitators -
worldwide.
• We provide software tools and the expertise
to apply them in any type of collaborative
working environment.
• Combined with a clear understanding of your
objectives we design interactive and
participative working environments that
transform your organization to thrive in the
21st century.
About groupVision

26. Please keep in contact following us in Linkedin!
https://www.linkedin.com/company/groupvision