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Making Meetings Meet Outcomes

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A training from 2003 helping community groups engage in better meeting planning and execution

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Making Meetings Meet Outcomes

  1. 1. Serving the Entrée: Making Meetings Meet Outcomes Gordon Dymowski - NCADA Leadership & Organization Development 03/25/2003
  2. 2. Goals of this Presentation <ul><li>Basic meeting management </li></ul><ul><li>Use meetings as way to move teams forward </li></ul><ul><li>Plan meetings that lead to outcomes </li></ul>
  3. 4. What makes a good meeting? <ul><li>Members know well in advance the time, place, and location </li></ul><ul><li>Furniture is arranged so everyone looks at each other </li></ul><ul><li>People are generally comfortable </li></ul><ul><li>Everyone participates; no one dominates </li></ul><ul><li>Participants encouraged to share hidden agendas </li></ul><ul><li>Decision making procedures clear ahead of time </li></ul>
  4. 5. Good meeting leaders... <ul><li>Show no bias and is perceived as neutral where appropriate </li></ul><ul><li>Involves and encourages everyone to participate </li></ul>
  5. 6. Five Ingredients for a Successful Meeting <ul><li>There must be a common focus on content </li></ul><ul><li>There must be a common focus on process </li></ul><ul><li>Someone must be responsible for maintaining an open & balanced conversational flow </li></ul><ul><li>Someone must be responsible for protecting individuals from personal attacks </li></ul><ul><li>For the duration of the meeting, everyone’s role & responsibility is clearly defined & agreed upon </li></ul>
  6. 7. How do you plan meetings for outcomes? <ul><li>The key is the agenda - when determining topics: </li></ul><ul><li>Clarify the desired outcome for each topic (where do you want to go?) </li></ul><ul><li>Design a process to reach each outcome (how will you get there?) </li></ul><ul><li>Placing the mission statement on the agenda </li></ul>
  7. 8. Good questions to ask yourself: <ul><li>What is the essence of what I’m trying to achieve </li></ul><ul><li>Before a meeting? </li></ul><ul><li>During a meeting? </li></ul><ul><li>After a meeting? </li></ul><ul><li>See Meeting Mechanics Handouts </li></ul>
  8. 9. How do you avoid overcrowding the agenda? <ul><li>List all topics & potential goals </li></ul><ul><li>Determine what can be handled before/after meeting </li></ul><ul><li>Cut down list </li></ul><ul><li>Specify outcome - “ What does success look like?” </li></ul>
  9. 10. Example - This Training <ul><li>C2000 Teams Assessed last summer w/ACT MO tool </li></ul><ul><li>Identified three key areas - advocacy, leadership development, & resource development </li></ul><ul><li>Outlined in Support Center Plan to DADA </li></ul><ul><li>Met and determined appropriate outcomes for trainings </li></ul><ul><li>Planning sessions - identified speakers for appropriate “match” </li></ul><ul><li>Continually reassessed & determined outcomes based on observation of C2000 teams </li></ul>
  10. 11. Getting the Most Out of Meetings: Tips for Leaders <ul><li>Stick to your agenda </li></ul><ul><li>Start and end on time </li></ul><ul><li>Build momentum for problem solving </li></ul><ul><li>Create an atmosphere that encourages people to express their ideas </li></ul><ul><li>Encourage and balance participation </li></ul><ul><li>Eliminate Distractions </li></ul><ul><li>Take Your Time </li></ul>
  11. 12. Getting the Most Out of Meetings: Tips for Participants <ul><li>Come prepared </li></ul><ul><li>Concentrate </li></ul><ul><li>Check Your Ego At the Door </li></ul><ul><li>Participate </li></ul><ul><li>Be Open Minded - Don’t Censor Ideas </li></ul><ul><li>Be Flexible </li></ul>
  12. 13. In Your Packet... <ul><li>Copy of this presentation </li></ul><ul><li>How to Create a Pathetic Agenda </li></ul><ul><li>Meeting Checklist </li></ul><ul><li>Group Dynamics </li></ul>
  13. 14. Thanks For Coming This Morning! <ul><li>Gordon Dymowski </li></ul><ul><li>NCADA </li></ul><ul><li>8790 Manchester </li></ul><ul><li>St Louis MO 63144 </li></ul><ul><li>(314) 962-3456 x/320 </li></ul><ul><li>[email_address] </li></ul>

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