1. Conducting Better Meetings:
A Proposed Strategy
for the Departments of ICR3A
Prepared by:
Anna Armas, Aaron Carpenter, Ingrid Finstuen,
Rachel Lloyd, Chauntain Stevens, and Ann Van Buren
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2. Contents
Introduction
The Background
The Problem
Our Goals
Successful Meeting Components
Before the Meeting
During the Meeting
After the Meeting
The Handbook
Conclusion
Questions
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3. Introduction
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4. The Background
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ICR3A started as a small company of
50 employees.
Collaboration is
essential.
1 hour
long
Focused on
current projects
and departmental
concerns
Weekly departmental
meetings.

5. The Problem
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• 75 technical specialists
• 25 administrative and support staff
ICR3A has
doubled in
size.
• Go
too
long
• Accomplish
too
li=le
• Occur
too
oAen
• Cost
too
much
Mee-ngs
are
ineffec-ve
and
inefficient.

6. Comparing Meeting Costs
to the Company Profit

7. The Goals
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• Less frequent
• Better time management
Make meetings
more productive
• Before
• During
• After
Standardize the
meeting process
• Agenda template
• Minutes template
Generate meeting
materials

8. The Meeting as a Process
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Before the
Meeting
During the
Meeting
After the
Meeting

9. Successful Meeting Components
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10. The Meeting as a Process
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Before the
Meeting

11. Before the Meeting
Identify a
Purpose
Contact
Attendees
Create an
Agenda
Distribute
an
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• Identify Topics
• Identify Involved
Parties

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VP
of
Marke-ng
Marke-ng
Directors
Senior
Marke-ng
Specialists
Marke-ng
Coordinators
Marke-ng
Assistants
Meeting X
Meeting Y
Meeting Z
Not very many
meetings
require
everyone.

13. Before the Meeting
Identify a
Purpose
Contact
Attendees
Create an
Agenda
Distribute
an
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• Seek out parties
and confirm
availability
• Confirm time and
location
• Solicit new topics
and confirm
relevance
• Identify time
allocations

14. Before the Meeting
Identify a
Purpose
Contact
Attendees
Create an
Agenda
Distribute
an
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16. Before the Meeting
Identify a
Purpose
Contact
Attendees
Create an
Agenda
Distribute
Agenda
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• Give recipients
plenty of time for
review.
• Request review of
previous meeting
minutes.

17. Before the Meeting
Identify a
Purpose
Contact
Attendees
Create an
Agenda
Distribute
Agenda
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18. The Meeting as a Process
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Before the
Meeting
During the
Meeting

19. During the Meeting
Assign
Roles
Contact
Attendees
Create an
Agenda
Distribute
an
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• Chairperson
• Facilitator

20. During the Meeting
Assign
Roles
Open the
Meeting
Create an
Agenda
Distribute
an
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• Review the
agenda
• Review the
ground rules

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Do not use
personal
electronics.
Avoid private
conversations.
Refrain
from
interrup-ng
other
speakers.
Address
comments
only
to
the
issues
at
hand.
The
Ground
Rules

22. During the Meeting
Assign
Roles
Open the
Meeting
Create an
Agenda
Distribute
an
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• Review the
agenda
• Review the
ground rules
• Review minutes

23. During the Meeting
Assign
Roles
Open the
Meeting
Conduct
the
Meeting
Distribute
an
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• Keep the meeting
on task

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Use a flip chart. Use an idea bin.
Acknowledge
disrup-ons.
Get
the
mee-ng
back
on
track.
Keep
a
Mee-ng
on
Task

25. During the Meeting
Assign
Roles
Open the
Meeting
Conduct
the
Meeting
Close the
Meeting
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• Check for
consensus on
agreements.
• Assign action
items.

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27. During the Meeting
Assign
Roles
Open the
Meeting
Conduct
the
Meeting
Close the
Meeting
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• Check for
consensus on
agreements.
• Assign action
items.
• Revisit the idea
bin.

28. The Meeting as a Process
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Before the
Meeting
During the
Meeting
After the
Meeting

29. After the Meeting
Complete
Minutes
Contact
Attendees
Create an
Agenda
Distribute
an
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32. After the Meeting
Complete
Minutes
Distribute
Post-Meeting
Materials
Create an
Agenda
Distribute an
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• Thank-you note

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Provide any
promised
information.
Thank participants
for their time.
Reiterate
the
importance
of
the
mee-ng
topics
Restate
your
concerns
and
requests.
Post-­‐
Mee-ng
Thank
You

34. After the Meeting
Complete
Minutes
Distribute
Post-Meeting
Materials
Create an
Agenda
Distribute an
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• Thank-you note
• Minutes

35. After the Meeting
Complete
Minutes
Distribute
Post-Meeting
Materials
Create an
Agenda
Distribute an
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• Thank-you note
• Minutes
• Satisfaction
survey

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What was good
about the
meeting?
What was bad
about the
meeting?
What did you
learn?
What
do
you
think
could
be
be=er
in
the
future?
Sa-sfac-on
Survey

37. After the Meeting
Complete
Minutes
Distribute
Post-Meeting
Materials
Archive
Meeting
Documents
Distribute an
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• Agenda
• Minutes
• Supporting
materials

38. After the Meeting
Complete
Minutes
Distribute
Post-Meeting
Materials
Archive
Meeting
Documents
Check on
Required
Actions
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40. The Handbook
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The result: A handbook covering best
practices for meetings at ICR3A
Applicable to every
department
Dynamic and easily
customizable

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Various handbook formats maximize
the usability.
.dotx

43. Conclusion
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A best practices handbook will get us
all on the same page.
A greater
understanding of the
successful meeting
process
More efficient and effective meetings at ICR3A

45. Questions
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