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Improve meetings

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10 questions about how to improve meetings. Research included.


Improve meetings

  1. 1. Improve meetings
  2. 2. 1. Who will moderate the meeting? 2. How will the moderator prepare the agenda? 3. Who needs to participate in the meeting? 4. When and where will the meeting be? 5. How will the moderator start the meeting? 6. How will the moderator moderate idea sharing? 7. How will meeting participants stop meetings that don’t work? 8. How will the moderator moderate decision making? 9. How will the moderator finish the meeting? 10. How will the moderator follow up on the meeting?
  3. 3. Question # 1 Who will moderate the meeting?
  4. 4. Moderator possibilities # 1: A manager # 3: An external moderator # 2: An employee
  5. 5. A manager is intellectually so challenged, that he/she is not capable of managing the process. http://news.nzzexecutive.ch/arbeitsmarkt/uebersicht/tv_sprecher_sind_eigentlich_keine_moderatoren_1.8140678.html
  6. 6. 3 questions when searching for a meeting facilitator: 1. Who has little at stake in terms of meeting outcomes and therefore can focus on managing the conversation rather than adding content? 2. Who is good at involving people that have different values? 3. Who could learn a lot by facilitating the meeting? Adapted from https://hbr.org/2016/12/just-because-youre-in-charge-doesnt-mean-you-should-run-every-meeting
  7. 7. Question # 2 How will the moderator prepare the agenda?
  8. 8. Further inspiration https://www.teacherspayteachers.com/Product/Meeting-agenda-2556622
  9. 9. Question # 3 Who needs to participate in the meeting?
  10. 10. Further inspiration https://www.teacherspayteachers.com/Product/Meeting-participants-2557939
  11. 11. Question # 4 When and where will the meeting be?
  12. 12. Task A Prepare meeting time
  13. 13. Sources http://www.doodle.com/ https://www.google.com/calendar/ https://hbr.org/2015/03/the-tools-you-need-to-make-every-meeting-more-productive
  14. 14. Keep the duration of the meeting as short and unconventional as possible. Example: 23 minutes. Adapted from Pittampalli, Al: Read this before our next meeting, location 294. http://www.mckinsey.com/insights/strategy/strategic_decisions_when_can_you_trust_your_gut
  15. 15. Task B Prepare meeting place
  16. 16. Sources https://hangouts.google.com/ http://www.skype.com/
  17. 17. Stand-up meetings help keep meetings short. http://www.businessmanagementdaily.com/31505/in-praise-of-stand-up-meetings https://www.entrepreneur.com/article/207490 http://www.lifehack.org/articles/work/15-secrets-running-meetings-like-the-worlds-top-innovative-companies.html
  18. 18. When everyone sits down in meetings, it helps meeting participants become equal to one another, as they have the same height. https://hbr.org/2016/05/stand-up-meetings-dont-work-for-everybody
  19. 19. Jeff Bezos brought an empty chair into meetings to encourage meeting participants to think about the customer. http://bigthink.com/ideafeed/leadership-lessons-from-jeff-bezos
  20. 20. Question # 5 How will the moderator start the meeting?
  21. 21. Further inspiration https://www.teacherspayteachers.com/Product/Meeting-start-2557961
  22. 22. Question # 6 How will the moderator moderate idea sharing
  23. 23. Sources http://answergarden.ch/ https://www.atizo.com/starter/ http://www.partizo.com/ http://popplet.com/
  24. 24. https://hbr.org/2015/03/meetings-when-to-present-and-when-to-converse Take photos and/or video clips of what participants produce
  25. 25. Further inspiration https://www.teacherspayteachers.com/Product/Brainstorming-the-disney-method-1449101 https://www.teacherspayteachers.com/Product/Brainstorming-the-SCAMPER-method-1452356
  26. 26. Question # 7 How will meeting participants stop meetings that don’t work?
  27. 27. People, who work for Lenovo, stop meetings that are wandering. http://www.inc.com/chuck-blakeman/great-companies-are-making-all-meetings-optional.html
  28. 28. Adapted from https://youtu.be/4QXqgbMuHcE If someone uses his or her smartphone in a meeting, ask, ”excuse me, is there something about what you are doing now that you need to share with everybody?”
  29. 29. If someone talks a lot, ask, “can you please keep your comments to a minimum to allow others to be heard?” https://hbr.org/2013/12/the-seven-imperatives-to-keeping-meetings-on-track/
  30. 30. Any meeting participant, who finds that a meeting is going off course regarding topic and/or how communication is done, can say ”I think we are having a jellyfish moment”. This means that the moderator must moderate the meeting better. https://hbr.org/2016/04/the-right-way-to-cut-people-off-in-meetings
  31. 31. Question # 8 How will the moderator moderate decision making?
  32. 32. Possibility A The moderator summarizes and concludes. Everyone silently agrees.
  33. 33. The facilitator summarises what he / she has heard to secure agreement. And concludes: “So what I am hearing is that ....... Am I right that you agree with this?” http://fac-vid.squarespace.com/bedre-moeder/Ravn%20-%20Bedre%20mder%20gennem%20facilitering.pdf p. 9. https://hbr.org/2016/02/before-a-meeting-tell-your-team-that-silence-means-agreement http://unlessiheardifferently.com/
  34. 34. Possibility B The moderator makes a vote where the majority decides
  35. 35. Ideas Votes for Votes against Idea # 1 Idea # 2 Idea # 3
  36. 36. A majority vote allows every voice to be heard and is generally viewed as fair. https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
  37. 37. Be aware that it may be difficult for some people to declare their opinion publicly. https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
  38. 38. Possibility C The moderator uses 6 thinking hats
  39. 39. https://www.teacherspayteachers.com/Product/Six-thinking-hats-1455136
  40. 40. Possibility D The moderator asks a manager to decide
  41. 41. Leader’s choice is usually the fastest approach, so it is the most appropriate in a crisis. https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
  42. 42. George, I’d like to hear your opinion as manager: What do you think we should do? Please be concrete.
  43. 43. Further inspiration https://www.teacherspayteachers.com/Product/How-can-we-make-better-decisions-2058027
  44. 44. Question # 9 How will the moderator finish the meeting?
  45. 45. http://www.slideshare.net/frankcalberg/meeting-finish
  46. 46. Question # 10 How will the leader follow up on the meeting?
  47. 47. Write and distribute a 1 page meeting summary within 24 hours with information about who has chosen to do what. https://hbr.org/2015/11/two-things-to-do-after-every-meeting
  48. 48. Follow up with people to find out what additional skills / competencies people need to do what they have said they will do. https://hbr.org/2015/11/two-things-to-do-after-every-meeting

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