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Lean Meeting Machine - Workshop Slides

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FAST Meetings Co. (www.fastmeetings.com.au) tips and techniques on running effective and productive meetings through our Lean Meeting Machine

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Lean Meeting Machine - Workshop Slides

  1. 1. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Meetings Co. Lean Meeting Machine
  2. 2. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 F Focus
  3. 3. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Why are you here? Share with the person next to you (2min)
  4. 4. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meetings are at the intersection of… Strategy (Process) Culture (People)Strategy (Process) Culture (People) Action MeetingsMeetings Vision
  5. 5. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 A Lean Meeting Machine
  6. 6. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Too many meetings Decision makers not attending Unclear meeting type Unclear purpose Encouraging participation, engagement Keeping people on track Managing dominant personalities Getting decisions made Agreement and commitment Getting clear outcomes and actions Having measurable action items People accountable to follow through Too many priorities to action Measuring meeting effectiveness What’s not working?
  7. 7. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Purpose Individual: Learn the FAST framework to increase your effectiveness in meetings Organisation: Recognise the business impact of your meetings culture
  8. 8. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes Individual: Apply 1-3 practical actions over the next 30 days Organisation: Consider next steps to drive Productivity, Speed, Engagement & Innovation through your meetings culture
  9. 9. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Process Focus Awareness Solution Traction
  10. 10. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 About FAST Meetings Co.About FAST Meetings Co. est. 1997est. 1997 Meetings Impact 1. Training 2. Coaching 3. Online tools & resources 4. Measurable ROI
  11. 11. Our ClientsOur Clients
  12. 12. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 A Awareness
  13. 13. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
  14. 14. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
  15. 15. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Structure guides behaviour
  16. 16. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The FAST Framework Focus Awareness Solution Traction Start Finish
  17. 17. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The power of structure; ignored or used
  18. 18. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Worlds Best Agenda Template • 5 min video • Download
  19. 19. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST – Worlds Best Agenda Template
  20. 20. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Power of focus "One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.” Steve Jobs, CEO of Apple Inc.
  21. 21. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Banish unfocussed meetings 1. Distinguish the meeting type 2. Define a precise purpose 3. Right people for purpose 10%
  22. 22. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 There are 4 types of meetings Type Decide: binding decisions made Consult: ideas sought, shared Inform: one way downloads Relate: trust and knowing others
  23. 23. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meeting type Type Perception Reality Optimal Range Decide 50% 30-50% Consult 30% 40-50% Inform 10% 0-5% Relate 10% 10-15% 16% 53% 28% 3%
  24. 24. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 1. Inform meetings should be banished 2. Endless Consult/ Collaborate meetings are slowing organisations down 3. Cancel Decide meetings if the right people are absent Your reactions please!
  25. 25. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Focussed meeting invitations
  26. 26. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Email template for Unfocussed invitations Dear First-name, Thank you for your meeting invitation. I would like to help you get the outcomes you want. So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People). Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared. I will await your reply before I do anything further with this. Cheers Your name
  27. 27. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Focussed meeting invitations
  28. 28. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Initiating focussed meetings For a meeting you will attend soon; a) Write the meeting name b) Confirm the meeting type c) Define a pin-point purpose if you were initiating the invitation (NOT generic statements) a) Pose a central question for participants to consider
  29. 29. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Framing – Focus a meeting as it starts Context – the background surrounding the meeting/ topic Purpose – Why - the primary intention for the meeting/ topic Outcomes – What – the product to be achieved People – Who - the people/ groups involved & their needs Process – How - the approach & steps to be taken Space – the room and set-up Content – the question to kick off Awareness Time – the amount available (for each step) Risks - What not - pitfalls to avoid
  30. 30. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Facilitating Awareness
  31. 31. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Ask powerful questions 2. Enable participation 3. Move from debate to dialogue 50%
  32. 32. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Power of Questions
  33. 33. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Define the central question “If I had 1 hour to save the world, I would spend 55 minutes defining the problem and 5 minutes solving it” Einstein “We spend a lot of time solving problems, and then find out we haven’t been clear on the central question we are trying to answer” Senior Manager, Major Bank
  34. 34. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable Participation
  35. 35. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 5 Participation Principles
  36. 36. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Defend
  37. 37. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Debate
  38. 38. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Levels of listening - Dialogue
  39. 39. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Engaging People • Dominic the Dominator • Kim the Quiet One • Trevor that goes on Tangents ValidateValidate InviteInvite ConfirmConfirm
  40. 40. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch to Solution
  41. 41. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Make decisions 1. Switch at 2/3 of time 2. Solve at the right language level 3. Use a suitable decision method 20%
  42. 42. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch to Solution (2/3 of time) 3333 minmin
  43. 43. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Solve at the right language level Concept Concrete Detail
  44. 44. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Solve at the right language level Concept Concrete Detail Eg. Pilot stage complete Pilot stage, 20 users tested, evaluation results collated Pilot stage, 20 users tested from 3 customer segments, evaluation metrics including access, speed and price, results shown with recommendations
  45. 45. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Decide using the right method • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded
  46. 46. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsensusConsensus Decide using the right method
  47. 47. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsultativeConsultative ConsensusConsensus CollaborativeCollaborative Decide using the right method
  48. 48. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 “The tendency to move up to the right of graph has become endemic. This is slowing organisations down as leaders abdicate their responsibility to make decisions.” What are your comments to this..
  49. 49. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Deliver outcomes and actions 1. Be specific - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 3. Uphold accountability ≤ ≥ mtgs 10%
  50. 50. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Be clear and specific What Who When A A vague, broad concept of the action All End Sept B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place One person Sep 30
  51. 51. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meeting actions are like radioactive waste
  52. 52. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The half life of meeting minutes Send Solution, Traction ≤ 48 hrs Send Solution, Traction ≤ 48 hrs
  53. 53. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 S Solution & T Traction
  54. 54. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The 30/ 30 Challenge • Reduce your meeting time by 30 mins per day for 30 days
  55. 55. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Be specific - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 3. Uphold accountability ≤ ≥ mtgs 1. Switch at 2/3 of time 2. Solve at the right language level 3. Use a suitable decision method 1. Ask powerful questions 2. Enable participation 3. Move from debate to dialogue 1. Distinguish the meeting type 2. Define a precise purpose 3. Invite right people for purposeFocus Awareness Solution Traction 10% 50% 20% 10%
  56. 56. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes - Individual 1. What are the 1-3 ideas most useful to you in increasing your meeting effectiveness? 2. Will one of those ideas be the 30/30 challenge? 3. What will you do to apply these ideas in practice for the next 30 days? Apply 1-3 practical actions over the next 30 days
  57. 57. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Outcomes - Organisational 1. Lean Meeting Machine training 2. FAST Facilitator™ training 3. FAST Facilitation™ 4. Free Webinar Consider next steps to drive: •Productivity •Speed •Engagement & •Innovation through your meetings culture
  58. 58. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Support Obtain - In 24hrs • Worlds Best Agenda Template • FAST Facilitator Toolkit • Feedback survey • Resources via Web links Review - In 15 days • Traction review Ask - Ongoingly • www.fastmeetings.com.auwww.fastmeetings.com.au • info@fastmeetings.com.auinfo@fastmeetings.com.au

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