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Facilitating Meetings: Residence Life Staff

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Presentation given to UBC Residence Coordinators and Senior Advisors on how to effectively lead team through various meetings.

Presentation given to UBC Residence Coordinators and Senior Advisors on how to effectively lead team through various meetings.

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  • Think of yourself as a Director of a movie – each meeting can be just as exciting as one.
  • You have 10 minutes (or less) to capture their attention. You need to grasp hold of it and keep it. Frame the discussion in a way that motivates your staff to stay involved.
  • Every movie has a storyline. Characters grow, the plot thickens, but there is some form of a story line. Storyline = problem, case scenario, topic of discussion, decision that needed to be madeStoryline creates the need to participate
  • Don’t you hate loose ends in movies- don’t do them in meetingsClose up the meeting.Ensure clarity to have everyone working together towards a common goal
  • Facilitator - Small Team meetings (reflection at training), committeeAdvisor/Coach - Rez Council, 1:1sParticipant - RC Meetings, Full Staff
  • Small Team, RC, Full Staff - Team: focus on unifying your teamCommittee - Getting things done: focus on learning and outcomes1:1s - Personal Development: focus on the individualRez Council - Providing Insight: focus on alignment
  • How does your role affect how you contribute to the overall purpose? Vice versa?How do you build team as a participant?
  • You need to get in the zone before you step out on stage.What do I mean when I talk about needs?
  • Types of agendas?Types of check-in questions?
  • Types of agendas?Types of check-in questions?
  • Interrupting activity
  • Ask for scenarios
  • Frame the conversation with a positive spin, never with a “because this is the way we do things.”They will ask why, so you better have an answer for them.During the conflict, make sure you listen more than you speak. Nothing resolves conflict faster than a calm mind.Activity: ins and outs on a special occasion
  • Ask for scenarios

Facilitating Meetings: Residence Life Staff Presentation Transcript

  • 1. Facilitating Meetings
    Matt Corker, BCOM
    Residence Advisor 05-07
    Sept 19, 2009
  • 2. I Meetings
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 3. You Meetings!
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 4. Holding the microphone
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 5. Learning Outcomes
    Framework of meetings
    Role in different meeting settings
    Preparing for meetings
    Encouraging participation
    Handling difficult conversations
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 6. Meeting Framework
  • 7. Movies vs. Meetings
    The Hook
    The Conflict
    The Close
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 8. Movies vs. Meetings
    The Hook – Framing the meeting
    The Conflict
    The Close
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 9. Movies vs. Meetings
    The Hook
    The Conflict – create energy
    The Close
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 10. Movies vs. Meetings
    The Hook
    The Conflict
    The Close – inspire movement
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 11. Your Role
  • 12. Movies vs. Roles
    You are always the lead(er) role
    The Facilitator
    Creating connections/outcomes
    The Advisor/Coach
    Enhancing the discussion/experience
    The Participant
    Sideline leadership
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 13. “What’s my motivation?”
    Every meeting needs a purpose
    Team development/unity
    Productivity
    Personal development
    Providing insight
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 14. Role & Focus
    Focus on team development
    As a facilitator (Small Team)
    As a participant (RC, Full Staff)
    Advisor/Coach
    Focusing on personal dev. (1:1s)
    Focusing on providing insight (Council)
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 15. Preparation
  • 16. Mental Prep
    What is the primary focus of the meeting?
    What do they need to know to be successful after this meeting?
    Are there any needs that should be addressed?
    What did I take away from the last meeting that will help me in this one?
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 17. Physical Prep
    Notes from 1:1s & RC meeting
    Agenda circulated in advance
    Keep a consistent (movie) format
    E.g. Small Team:
    • Team check-in
    • 18. Committee updates
    • 19. Discussion/Team Exercise
    • 20. Closing Remarks
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 21. Participation
  • 22. Not Enough
    What is the focus of the meeting?
    Calling by name
    Open ended questions:
    What would happen if we did…
    In your experience…
    Tell me about…
    What do you think about…
    What ideas do you have...
    Piggy-backing off others ideas
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 23. Too Much
    What is the focus of the meeting?
    Over compensating for an under performing team?
    Parking lot
    Stopping conversation
    (& follow-up)
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 24. Difficult Conversations
  • 25. 2 key lessons
    When things start to go bad, don’t go with them
    Don’t start a fire you can’t put out
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 26. Make it a movie
    The Hook
    “This will be a difficult conversation because…”
    Conflict / Discussion
    Conditions, information, reactions
    Closing
    Solidify next steps or key takeaways
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 27. Key Learnings
  • 28. Final Countdown
    2 things you learned
    1 thing you will do tonight
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 29. Gratitude
    Kate, Kait, Cate
    Adam Martin
    Patrick Lencioni – Death by Meeting
    Karen Friedman – Business Facilitation
    SH&HS staff
    Incoming Rez Advisors and Residents
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude
  • 30. Contact Info
    Matt Corker
    Alumni Relations Manager, Students & Young Alumni
    (604) 827-3293
    matt.corker@ubc.ca
    http://thatsacorker.com
    Introduce
    Framework
    Your Role
    Preparation
    Participation
    Difficult Sit.
    Conclude