Conducting Effective Meetings

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Establish and Conduct meetings people actually look forward to attending

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  • What is the end result? To end better than you started. To have each meeting adjourn with people clear on the goal of the meeting, the expectations of the next meeting and the responsibilities they own and are held accountable for, as a result of any meeting.
  • Conducting Effective Meetings

    1. 1. HOW EFFECTIVE ARE YOUR MEETINGS? Is this what people are SAYING during your meeting? Worse, is this what they are THINKING? Dr. Denise Lofton, Ph.D. Presenter 1 Cover Art Courtesy of Google Images
    2. 2. Effective Meetings Depend On YOU There are many roles in meeting management. You play each one at some point, on any given day … Establishing a need for a meeting Coordinating the actual meeting Preparing for the meeting Conducting the meeting Attending the meeting Participating in the meeting Dr. Denise Lofton, Ph.D. Presenter 2
    3. 3. Effective Meetings Depend on YOU There are many roles in meeting management. You play each one at some point, on any given day … Closing a meeting Reporting on the meeting Following up on a meeting Evaluating meeting accomplishments Determining the need for another meeting Closing out the topic Dr. Denise Lofton, Ph.D. Presenter 3
    4. 4. EXERCISE 1 – HOW MUCH DOES YOUR MEETINGS COST? 1. DECIDE ON THE ROLE YOU PLAY, THE MAJORITY OF THE TIME 2. DISCUSS IN YOUR GROUP HOW YOUR MEETINGS TYPICALLY GO 3. WHAT IS THE CONSENSUS? 4. APPOINT A SPOKESPERSON 5. LET’S DISCUSS OPENLY Dr. Denise Lofton, Ph.D. Presenter 4
    5. 5. CALCULATING THE COST OF MEETINGS Regardless of your role, meetings cost the organization and its customers… Calculating The Cost of Meetings What is the YOUR hourly salary? $20.00 On average, how long does A meeting last each Day (in hours)? 2 How many meetings do you attend each Day? 3 Cost per day*: $120.00 Average work week 5 Cost per week*: $600.00 Now that you've calculated how much your group's meetings cost, perhaps you realize how important it is to make your meetings as productive and efficient as possible. NOTE: To calculate your OWN cost, change hourly figure to match your own, paste Table into Excel for Calculation Dr. Denise Lofton, Ph.D. Presenter 5
    6. 6. COORDINATEESTABLISH Dr. Denise Lofton, Ph.D. Presenter 6
    7. 7. ESTABLISHING A NEED FOR A MEETING D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 7
    8. 8. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 8 Once you have determined a meeting is necessary, PLAN for effectiveness…. 1. Getting the key players and decision makers involved in the discussion and decision process 2. Face-To-Face, Telephonic, Web Based, Email Traffic, Private Tools 3. Use an Agenda to focus attention and limit discussion
    9. 9. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 9 1. Coordination is most effective when done while people are still together 2. Use calendar tools for effective date and time selection 3. Provide options in the FIRST communication 4. Create a meeting pattern, if required TIPS
    10. 10. PARTICIPATEATTEND Dr. Denise Lofton, Ph.D. Presenter 10
    11. 11. IF you really can’t determine a need to attend a meeting, DON”T IF you really can’t determine how the meeting affects you, your group or organization, DON”T SEND someone else ONCE you have decided to attend a meeting, BE PRESENT ATTENDING MEETING MINDSET D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 11
    12. 12. TO ATTEND (YOURSELF), TO PARTICIPATE D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 12 The purpose of the meeting dictates who should attend, participate, when and how long the meeting should last, and where and how it should take place. How do you make the determination to attend a meeting yourself, send someone in your place, OR skip the meeting altogether? LET’S DISCUSS
    13. 13. ACTIVE MEETING PARTICIPATION IS IMPORTANT - Don’t just show up to the meeting, then do something else with your time - Active participation will increase recall of meeting details - Choose maximum commitment and organization culture over momentary convenience Dr. Denise Lofton, Ph.D. Presenter 13
    14. 14. FACILITATECONDUCT Dr. Denise Lofton, Ph.D. Presenter 14
    15. 15. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 15 Follow Hyatt’s Seven Simple Rules For Meeting Management 1. Establish Hard Edges 2. Create An Agenda 3. State the Desired Outcome 4. Review Minutes and Action Items 5. Taking Written Notes 6. Clarify All Action Items 7. Determine Followup and Next Meeting Time
    16. 16. Robert’s Rules Create Meeting Order • Requires an Agenda • Utilizes Written Minutes • Flows from the Head to the Floor • Allows Member Input • Creates Room for Consensus • Determines IF there was an outcome Dr. Denise Lofton, Ph.D. Presenter 16
    17. 17. Discussion: WHAT IS YOUR MEETING CONDUCT? What should YOU be doing BEFORE the meeting? What should YOU be doing DURING the meeting? What should YOU be doing AFTER the meeting? Dr. Denise Lofton, Ph.D. Presenter 17
    18. 18. EXERCISE 2 – HOW MUCH DOES MEETINGS COST YOU? 1. DETERMINE THE MEETING ROLES YOU TYPICALLY PERFORM 2. ASSESS HOW MUCH TIME IS SPENT IN EACH ROLE DAILY? WEEKLY? 3. CALCULATE YOUR TYPICAL COST, USING THE WORKSHEET 4. LET’S DISCUSS OPENLY – ARE YOUR TYPICAL MEETINGS WORTH THE ESTIMATED COST, TO YOU? Dr. Denise Lofton, Ph.D. Presenter 18
    19. 19. CALCULATING THE COST OF MEETINGS TO YOU… Regardless of your role, meetings cost the organization and its customers… NOTE: To calculate your OWN cost, change hourly figure to match your own, paste Table into Excel for Calculation Dr. Denise Lofton, Ph.D. Presenter 19 Now that you've calculated how much a typical meeting costs you, you may now realize how important it is to a meeting is necessary, then proceed to make it as efficient as possible. What is the YOUR hourly salary? $20.00 On average, how much time is spend creating meetings (in hours)? 1 On average, how much time is spend coordinating meetings (in hours)? 1 On average, how much time is spend attending meetings (in hours)? 2 On average, how much time is spend facilitating meetings (in hours)? 2 Cost per day*: $120.00 Average work week 5 Cost per week*: $600.00
    20. 20. FOLLOWUPREPORT Dr. Denise Lofton, Ph.D. Presenter 20
    21. 21. What Do YOU Think They Are? There are many pluses and minuses to having and issuing reports after each meeting Dr. Denise Lofton, Ph.D. Presenter 21 + Creates A Record of Actions Proposed and Actions Taken - Creates room for SOMEONE to assess Blame + Creates a habit of Report and Followup for all attendees - Misunderstandings and lack of agreement may be viewed by others
    22. 22. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 22 WHY SHOULD YOU FOLLOWUP?  YOUR name may be on an action item for the next meeting  YOU could be responsible for reporting on an action item at the next meeting  Someone may ask YOU about the last meeting
    23. 23. • HOW DO YOUR MEETINGS FLOW? • HOW CAN YOUR MEETINGS IMPROVE? Dr. Denise Lofton, Ph.D. Presenter 23 LET’S DISCUSS
    24. 24. TOOLSTECHNIQUES Dr. Denise Lofton, Ph.D. Presenter 24
    25. 25. TECHNIQUES FOR EFFECTIVE MEETINGS D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 25 1. ALWAYS determine if a meeting is necessary 2. IF NECESSARY, ensure only essential persons are invited 3. DURING the meeting, pay attention, ask questions 4. AFTER the meeting, record essential facts and actions 5. SHARE widely and timely 6. ASK for feedback is needed, then USE IT
    26. 26. TOOLS FOR EFFECTIVE MEETINGS D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 26 1. CALENDAR is your best friend 2. EMAIL is your next best friend 3. PHONES still work 4. UTILIZE the text fields in calendar invites 5. USE the tools at your disposal wisely 6. ASK for feedback is needed, then USE IT
    27. 27. REFERENCES Conducting Effective Meetings by Gillian Kaye, edited by Bill Berkowitz. Retrieved from Community Tool Box at http://ctb.ku.edu/en/tablecontents/sub_section_main_1153.aspx Seven Rules for More Effective Meetings by Michael Hyatt. Retrieved from Intentional Leadership blog at http://michaelhyatt.com/seven-rules-for-more-effective-meetings.html Calculating the Cost of Meetings by Smart Technologies. Retrieved from Effective Meetings at http://www.effectivemeetings.com/diversions/meetingcost.asp Determining If Technology Helps or Hinders Effective Meetings by Smart Technologies. Retrieved from Effective Meetings at http://www.effectivemeetings.com/technology/index.asp If you have technology that you DON”T Know how to use, Find Out! Less Technology is NOT in your future. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 27
    28. 28. D R . D E N I S E L O F T O N , P H . D . P R E S E N T E R 28 QUESTIONS AND SOME ANSWERS

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