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Conducting Effective Meetings

This PPT presentation will allow any used to effectively conduct successful and effective meetings while capturing inputs from all stakeholders to ensure actionable items are communicated and completed.

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Conducting Effective Meetings

  1. 1. Conducting Effective Meetings By: Romains Bos
  2. 2. Agenda <ul><li>Purpose </li></ul><ul><li>PACER </li></ul><ul><li>Code of conduct </li></ul><ul><li>Meetings roles and responsibilities </li></ul><ul><li>Effective meeting principles </li></ul><ul><li>Meeting process </li></ul><ul><li>Behaviors that help the meeting </li></ul><ul><li>Problem statement </li></ul><ul><li>Goal setting </li></ul><ul><li>Delegation of action </li></ul>
  3. 3. To properly drive the performance and accountability to executable plans to meet meeting objectives and commitments Purpose
  4. 4. PACER <ul><li>P urpose </li></ul><ul><li>A genda </li></ul><ul><li>C ode of Conduct </li></ul><ul><li>E xpectations </li></ul><ul><li>R oles and Responsibilities </li></ul>
  5. 5. Establishing a Code of Conduct <ul><li>Ground rules or norms </li></ul><ul><ul><ul><li>how the meeting should be run </li></ul></ul></ul><ul><li>How team members will interact </li></ul><ul><li>What kind of behavior is accepted </li></ul><ul><li>Rules: </li></ul><ul><li>Meeting’s start on time </li></ul><ul><li>Only one conversation at a time </li></ul><ul><li>Let everyone finish their sentence / thoughts </li></ul><ul><li>Three knock rule </li></ul><ul><li>Cell phones will be turned to vibrate during meeting </li></ul><ul><li>Tools: </li></ul><ul><li>- Brainstorming - Round Robin </li></ul><ul><li>- Flipchart </li></ul>
  6. 6. All Members are Active Participants <ul><li>Team Leader </li></ul><ul><li>Time Keeper </li></ul><ul><li>Scribe </li></ul><ul><li>Process Monitor </li></ul><ul><li>Spokesperson </li></ul><ul><li>Meeting Minutes </li></ul><ul><li>- sets guidelines and goals </li></ul><ul><li>- ensures deadlines are met </li></ul><ul><li>- makes ideas visible </li></ul><ul><li>- keeps team focused </li></ul><ul><li>- reports to other groups </li></ul><ul><li>- takes notes </li></ul>Meeting Roles & Responsibilities
  7. 7. Effective Meeting Principles <ul><li>Set Purpose and Code of Conduct </li></ul><ul><li>Define Desired Outcomes </li></ul><ul><li>Always have an Agenda </li></ul><ul><li>Establish Roles </li></ul><ul><li>Capitalize on Brain Power </li></ul><ul><li>Take Minutes </li></ul><ul><li>Assign Action Items </li></ul><ul><li>ROI </li></ul><ul><ul><li>Risks, Opportunities, and Issues </li></ul></ul>
  8. 8. Meeting Process Schedule Performance ROI Closure Feed-Back Plan ROI Review Feedback Review External Dependencies Schedule Performance Functional stand up meetings Prepare Conduct Follow-Up
  9. 9. Behaviors That Help The Meeting <ul><li>Gate Keeping </li></ul><ul><ul><li>Encouraging balanced participation among all team members </li></ul></ul><ul><li>Clarifying </li></ul><ul><ul><li>Listening and probing for understanding </li></ul></ul><ul><li>Harmonizing </li></ul><ul><ul><li>Bringing together different points of view and helping people work through differences </li></ul></ul><ul><li>Initiating </li></ul><ul><ul><li>Offering new ideas and suggesting different approaches </li></ul></ul><ul><li>Summarizing </li></ul><ul><ul><li>Reviewing the discussion and decisions made and planning next steps </li></ul></ul>........Building Trust
  10. 10. Problem Statement Format for a good problem statement : The ( current process ) is resulting in ( measurable negative effect ) and ( business-related consequence ). We are ( producing defective product ) ( leading to an increase in customer complaints ) ( which could jeopardize our market share ). No hint of the solution should be in the problem statement Components Negative statement Result Consequence
  11. 11. Goal Setting T S mart M easurable A chievable R ealistic T imely S M A R
  12. 12. Delegation of Action Ensure task is relevant Ensure task is clear Break large task down Get completion date Look for subject matter experts Get willing commitment Offer assistance (yours or others) Create and distribute Action Table / ROI Follow-up Recognize achievement