Training Techniques Training - Day 4 Meetings
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  • Twenty countries originally signed the Convention on the Organisation for Economic Co-operation and Development on 14 December 1960. Since then fourteen countries have become members of the Organisation. Here is a list of the Member countries of the Organisation and the dates on which they deposited their instruments of ratification. Click on the name of the country to consult OECD work on that particular country.Country DateAUSTRALIA 7 June 1971AUSTRIA 29 September 1961BELGIUM 13 September 1961 CANADA 10 April 1961CHILI 7 May 2010CZECH REP 21 December 1995DENMARK 30 May 1961ESTONIA 9 December 2010FINLAND 28 January 1969FRANCE 7 August 1961GERMANY 27 September 1961GREECE 27 September 1961HUNGARY 7 May 1996ICELAND 5 June 1961IRELAND 17 August 1961ISRAEL 7 September 2010ITALY 29 March 1962JAPAN 28 April 1964KOREA 12 December 1996 LUXEMBURG 7 December 1961MEXICO 18 May 1994NETHERLANDS13 November 1961NEW ZEALAND29 May 1973 NORWAY 4 July 1961POLAND 22 November 1996PORTUGAL 4 August 1961 SLOVAK REP 14 December 2000SLOVENIA 21 July 2010SPAIN 3 August 1961SWEDEN 28 September 1961 SWITZERLAN 28 September 1961TURKEY 2 August 1961UNITED KINGDOM2 May 1961UNITED STATES 12 April 1961

Transcript

  • 1. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir IMPROVED STRATEGIC MANAGEMENT CAPACITY PROJECT Training Techniques Training – Session 1 Jocelyne Rasé Managing Meetings November 2013
  • 2. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Day Four Coffee table sessions Non Formal Meetings Managing Formal Meeting • • • • • The process of efficiency Preparing a meeting What to do when Communicate with people who have different needs Different people need different things Assignment for working teams Motivators • • The SCRAF model- Motivators RS animate
  • 3. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Coffee Table Sessions Being open to answer tough questions Being open to answer tough questions
  • 4. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Non Formal Meetings
  • 5. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Formal – Informal – Non-Formal Education • Differences in : – Purpose – Timing – Content – Delivery System – Control
  • 6. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Let’s Try Topic of discussion: «The gender inequality in Turkey». 15’
  • 7. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir
  • 8. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir «World Café» Principles Set the context Create hospitable space Explore questions that matter Encourage everyone’s participation • Connect diverse perspectives • Draw , doodle and play • Have fun !!! • • • • Juanita Brown and David Isaacs and the World Cafe Community
  • 9. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Focus to make the discussion more productive Focus on what matters Define objectives Contribute with your thinking Speak your mind and heart Listen to understand Link and connect ideas Listen together for deeper insights and questions Play, Doodle, Draw Enjoy!!!!!
  • 10. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Let’s Try Again Same topic: 15’ «the gender inequality in Turkey».
  • 11. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Environmental Requirements Make sure that the space looks like a café Provide roundtables with 4-5 confortable chairs Provide paper and colourful pencils for participants Hang on posters and slogans to encourage participants to discuss • Provide refreshments • Relax participants with a soft music • • • •
  • 12. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir CHATHAM HOUSE RULE «When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.»
  • 13. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Time Out
  • 14. Exercise: How much is it exactly? Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir 1. It’s too far to go there just for one day How many km? 2. I’ll be there in a few minutes How many minutes? 3. Kadir is old enough to be an Under secretary How old is he? 4. I want to make enough money to live comfortably How many TL? 5. It’s a lot of money to lose gambling in the casino How much in TL? 6. This box is too heavy to carry by yourself How many kg? 1. You’ll need a little time to get accustomed to the department How much time? 2. We need some time to implement the SM project How much time? 26/11/2013 14
  • 15. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Discussing & Setting S.M.A.R.T. Objectives Specific Measurable Agreed upon - Achievable - Action-Oriented Realistic Today Time Bound 26/11/2013 15
  • 16. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir How do you balance Support & Challenge? Inertia Apathy Why bother? Stress Panic Reactivity Action Low SUPPORT High Cosy Club Harmony - Rapport Comfort Working together Collaboration Negotiations Facing reality Identifying blocking & enabling factors Low CHALLENGE High
  • 17. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Objective Who to be when… Role What you say TELL The EXPERT This is what you must do SELL The SALESMAN Tell what needs to be done to get R.O.I. in the ministry This will generate R.O.I. for your ministry The MOTIVATOR What are the benefits for the person Look at what YOU will get out of this The CONSULTANT Effort to truly understand & help What do you want or need now? The COACH Respect for the person’s decision. Be neutral about the output What can I do to support you? BUY IN CONSULT COACH
  • 18. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Managing Formal Meetings • It is your chance to show leadership - You are in charge • Define the purpose of the meeting For sharing information? • What is the added value of meeting instead of communicating electronically? For discussion? • Do you have the right people in the room? • How can you lead the conversation so it is structured? • Can you base the discussion on facts rather than just opinions & feelings? For decision making? • Are the participants the actual decision makers? • Do they have all the facts? • State clearly the expected outcome – call for action • What do you want participants to do as a result of the meeting?
  • 19. Before you run a meeting, be ready to … Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir INTRODUCE YOURSELF I am… I am responsible for… I promise…I stand for … (working together – being aligned) Don’t assume people know Who you are or Why they are there! Tell them how long it will last!
  • 20. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Communication
  • 21. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir
  • 22. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Four Preferences I Relationships E Introvert Extravert How people interact with others P Information Practical - Detailed C Creative -Innovative How people handle information A Decisions Analytical - Thinking B Beliefs & Feelings How people take decisions S F Organisation Flexible Structured How people organise themselves and others
  • 23. Flexibility Needed… Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Introvert Extravert REFLECT BE OPEN - INTERACT WITH ENVIRONMENT Practical Creative UNDERSTAND A SITUATION IN DETAILS FACE THE FACTS (+ & -) EXPLORE OPTIONS & ALTERNATIVES FIND NEW POSSIBILITIES Analytical thinking Beliefs & Feelings MAKE LOGICAL DECISIONS BE RATIONAL COMMUNICATE THE DECISIONS PAY ATTENTION TO THE IMPACT ON PEOPLE Structured GET ORGANISED PLAN Flexible EVALUATE THE RESULTS ADAPT + BE FLEXIBLE
  • 24. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Use both sides of the brain Focus on tasks Details Facts Logic Analysis Reason Structure Method System Focus on relationships Concepts Theories Ideas Feelings Opinions Harmony Connection Optimism
  • 25. Keep the process of efficiency in mind Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Examine the facts in details Adapt Improve Be flexible 6 5 Plan - Structure Organise 1 2 3 4 Explore options Take rational decisions Communicate decisions + Take into consideration the impact on people
  • 26. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Dysfunction – Task oriented only LOOK AT FACTS IN DETAILS 6 FLEXIBILITY ADJUST STRUCTURE ORGANISE 5 1 Dysfunction 4 2 3 EXPLORE OPTIONS BE CREATIVE USE INTUITION MAKE RATIONAL DECISIONS PROPER COMMUNICATION FOCUS ON EMOTIONS & BELIEFS If Extraverts, making decisions too quickly and acting too fast
  • 27. Dysfunction – Relationship oriented only Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir BE PRACTICAL FOCUS ON DETAILS FLEXIBILITY ADAPT STRUCTURE PLAN ORGANISE 6 1 Dysfunction 5 4 2 3 CONSIDER POSSIBILITIES BE CREATIVE ANALYTICAL THINKING PROPER COMMUNICATION FOCUS ON EMOTIONS - BELIEFS & VALUES
  • 28. Objective 1 2 3 4 5 6 7 8 26 November 2013 28 Time Needed Topic Evaluate Be flexible Location: Organise - Plan Structure Time Keeper: Communicate Consider impact Meeting Facilitator(s): Making rational decisions Time: Explore options /……/ Examine facts, pros & cons Meeting Date: Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Outcome
  • 29. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Don’t take the monkey
  • 30. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Don’t stay in the box!!!!
  • 31. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Inaction Anger Pessimism Negativity Powerlessness Isolation It won’t work I should Boredom Dual Thinking Helplessness either/or black or white Fear I can’t.. Resistance Resentment Apprehension I really, really want to… Depression Envy Jealousy Disbelief Confusion Judgment Criticism Lack of vision
  • 32. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir DUAL THINKING FIGHT or FLIGHT? Winner or Loser?
  • 33. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Dual Thinking either/or – good/bad – black/white
  • 34. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir WIN and WIN
  • 35. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir
  • 36. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir It’s up to you… IN THE BOX I have to «get along with» … or else… • • • • There will be conflict, I will be reprimanded, There will be negative consequences, I will be fired, I will have a bad reputation, etc. = NEGATIVE OUT OF THE BOX I choose to «get along with… » because… • We will collaborate better to finish the project on time • I might learn something from him • The atmosphere will more positive, etc. = POSITIVE 36
  • 37. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir A: Some clients think that if a product is extremely expensive it is necessarily of excellent quality B: Others don’t want to pay for service and always go for the cheapest price, no matter what C: At this company, we believe that service should be good but also at a good price
  • 38. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir How would you apply the rule of three? A: Some colleagues think that the Reform has been done and therefore there is not much else to do – the Turkish government is doing well in terms of management of public funds B: Others feel that the Reform is not working…. It has not changed significantly enough the fiscal responsibility for the public administrations in Turkey C: I believe, that even though much has been done, progress still needs to be made if we want to be aligned with the best practices of OECD countries
  • 39. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Make a case for yourself instead of trying to convert the other person to your views
  • 40. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir DON’T PLAY PING PONG VALIDATE HOWEVER
  • 41. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Defending YOUR point of view, not diluting your message • May I play the devil’s advocate? • I would like to counter your argument • I believe differently and I would like to explain why • I have a different view on the topic; may I explain it? • On one hand this, on the other hand that… • Some people might disagree with your point and say… • Some people think A, others think B, I would like to defend C (the rule of 3) 41
  • 42. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir
  • 43. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Communication Styles EXTRAVERT DRIVER EXPRESSIVE People focused Task focused EMOTIONS LOGIC& REASON ANALYTICAL AMIABLE INTROVERT 43
  • 44. Change your style to meet the person’s needs Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir PUSH: This is what you need PROS + CONS CONVINCE - SELL EXTRAVERT DRIVER PULL: Let me show you how… SHOW POSSIBILITIES EXPRESSIVE Task focused People focused LOGIC& REASON EMOTIONS ANALYTICAL EXPLAIN: Let me give you some detailed information so you can think about it BE AN EXPERT COACH AMIABLE INTROVERT NURSE: Let me help you GIVE PERSONAL SERVICE MAINTAIN THE RELATIONSHIP 44
  • 45. Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Human Drivers & Motivators – SCARF model • Status = • Certainty = • Autonomy = relative importance - seniority, being better than someone else ability to predict the future perception of exerting control over one’s environment, a sensation of having choices • Relatedness = deciding whether or not to be in or out of a social groups. Are others friends or foes? • Fairness = justice in exchanges • Maximize the increase of • Reduce the threat & avoid the loss of…
  • 46. Human Motivator - S Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Status = relative importance - senority, being better than someone else Increase Positive feedback & rewards in form of recognition are better than money; Public acknowledgment Getting people to generate their own feedback and design their own PDP allows them to be less obsessed about promotions Close attention to incremental improvements, achievement of larger goals Reduce the Status threat Ensure that one is not perceived as less than another i.e. giving advice in public, asking for instructions or directions, negative PDP; tough feedbacks
  • 47. Human Motivator - C Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Certainty = ability to predict the future Increase Identify central and long term goals. Making implicit concepts more explicit (i.e. expectations; consequences) Communicating on change, even if specifics are not clear. Ensure that by a certain date, things will be resolved. Promise inclusion in the decision process. Reducing the threat Making plans, SMART Objectives – No set up for failure (i.e. overly stretched goals) Mapping, organization, breaking down big objectives and challenges in small steps Predicting dates for resolution or satisfaction. A small amount of uncertainty generates error responses in the orbital frontal cortex. Without prediction, the brain uses drastically more resources. High levels (not knowing if you have a job/ big changes) can become quickly debilitating
  • 48. Human Motivator - A Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Autonomy = perception of exerting control over one’s environment, a sensation of having choices Increase Let people organize their workflow, their work environment. Define clear scope of decision making without consultation; do their own development plan, etc… Reduce the threat Give more control or ability to cope or to influence outcome. Reduce micromanagement. Flextime. Offer alternatives: Here are 2 options: which one do you prefer?
  • 49. Human Motivator - R Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Relatedness = deciding whether or not to be in or out of a social groups. Are others friends or foes? Increase Team work – trust, cooperation, cross-functional team work, water cooler conversations, smoking groups i.e. tribes, clans, teams; inclusion, sense of belonging Relationship with coach, HR and management Reduce the threat i.e. Expats, organizational silos; being a stranger, feeling excluded, isolated; ignored 51
  • 50. Human Motivator - F Bu proje Avrupa Birliği ve Türkiye Cumhuriyeti tarafından finanse edilmektedir Fairness = justice in exchanges Increase Volunteer work to correct perceived injustices; social consciousness Increase transparency; communication, feedback about business progress. Fair process in decision making,, let people decide their own rules, define clear expectations for all Looking at things from a different prospective (larger picture) Reduce the threat No arbitrary rules, various salaries for the same job, favoritism, injustices, obscure talent review 52