The perfect meeting


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This presentation is focused on describing critical elements to host a perfect meeting.

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The perfect meeting

  1. 1. The Perfect Meeting Leigh Austin EEX 6524 Organization and Collaboration in Special Education
  2. 2. The Perfect Meeting  The Perfect Meeting in my department includes key stakeholders who are valued for their knowledge, expertise and role they serve in supporting student needs.  The meeting is engaging with an intense focus on the purpose and desired outcomes. Laughter and camaraderie can be detected by those passing by the meeting room.
  3. 3. The Perfect Meeting  To honor the time commitment of each meeting member, the meeting begins and ends on time with friendly guidance to keep the attentions aligned to the purpose of the meeting.  The meeting ends with a review of agreed upon action items and those responsible for moving the action items forward.
  4. 4. Planning The Perfect Meeting 1. Specific purpose for meeting that can only be accomplished by meeting “… meetings should be planned only if they can contribute significantly to serving student needs” (Dettmer, Knackendoffel, & Thurston, 2013, p. 162).
  5. 5. Planning The Perfect Meeting 2. Identify essential meeting members   Experts to advise or instruct the group Number of invited members based on purpose of meeting “The group should be as small possible, adhering to the principle concerning meetings that the more who are involved, the shorter it should be” (Dettmer, Knackendoffel, & Thurston, 2013, p. 162).  Problem-solving – no more than 5 people  Problem identification – approximately 10 people  Listening to presentation – up to 30 people  Motivation- as many people as possible
  6. 6. Planning The Perfect Meeting 3. Determine need to meet face-to-face, virtually, or blended 4. Request for agenda items 5. Circulate agenda with begin and end times prior to meeting  Plan for streamlined meeting with active participation from those at the meeting  “With an agenda distributed beforehand and a stop-time given, participants will be more productive and less apprehensive” (Dettmer, Knackendoffel, & Thurston, 2013, p. 163).
  7. 7. Planning The Perfect Meeting 6. Assemble documents that needed reviewed at the meeting 7. Distribute documents that can be reviewed prior to the meeting with request to review
  8. 8. During The Perfect Meeting 1. Introduce team members including the essential role and expertise they bring to the team 2. Review the agenda including the purpose of the meeting 3. Set and gain agreement of norms for interactions during the meeting  Active listening- free of judgment or intimidation  Active engagement from all attending the meeting – each person has a voice at the meeting  Parking lot for discussions or questions that are important for further discussion at a later time
  9. 9. During The Perfect Meeting 4. Request volunteers for specific functions to be accomplished during the meeting e.g. time keeper, scribe, leaders of each added agenda items, etc. 5. Begin and end meeting as scheduled
  10. 10. During The Perfect Meeting 6. Meeting notes are projected for meeting members to view and contribute to the discussion. 7. At the end of the meeting , the scribe reviews the action items with person responsible identified as well as agreed upon outcomes of the meeting
  11. 11. Following The Perfect Meeting 1. Meeting notes are distributed to all invited members to the meeting with a request to note any corrections to the meeting notes within the following 2 days. 2. Those not in attendance are responsible for discussing the meeting outcomes with a member that was in attendance.
  12. 12. Reference Dettmer, P., Knackendoffel, A., & Thurston, L. (2013). Collaboration, consultation and teamwork for students with special needs (7th ed.). Upper Saddle River, NJ: Pearson.