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Meeting seminar 2 copy


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A one hour presentation on how to run effective meetings with resources listed at the end.

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Meeting seminar 2 copy

  1. 1. building your brand equity through effective meetings and communication anne lueneburger, phd @northofneutral copyright
  2. 2. enabling you to distinguish your personal brand based on the meetings you will lead • WHY: the value of good meetings • HOW: making your meetings good objective copyright
  3. 3. • the anatomy of a bad meeting • from bad to good: the tipping point • the anatomy of a good meeting the value of good meetings Source: Scott Adams copyright
  4. 4. The portion of time not devoted to meetings diminishes drastically with increased seniority. From the executive perspective, what are the telling symptoms of bad meetings? anatomy of a bad meeting length 0 10 20 30 40 50 60 70 80 90 100 verbose participants lack of listening unproductive poor preparation drift from subject Source: Achieving Effective Meetings, Bradford D. Smart in a survey of 635 executives copyright
  5. 5. meeting productivity increases drastically after a threshold investment in preparation from bad to good: the tipping point 0 10 20 30 40 50 60 low medium high meeting productivity (perceived) preparationtime(minutes) Source: MCI Conference White Paper • Rule of thumb: one minute of preparation per minute of meeting time copyright
  6. 6. Q: “what makes a good meeting?” anatomy of a good meeting Source: GM Consultants publish an agenda engage the right people record minutes address each agenda item pursue a clear purpose ensure active participation define follow-up 0 10 20 30 40 50 60 70 80 90 100 percent of respondents copyright
  7. 7. making your meetings good copyright
  8. 8. 1. define the purpose and desired outcome of the meeting 2. ask yourself: could your purpose be accomplished though other means? Is a meeting your best option? people • stakeholders: who needs to be in the room? • collaborators: who can help prepare for the meeting? • contributors: what roles will you need to assign? schedule • duration: length of the meeting (think 40 min) • structure: breaks and hard start vs. hard end • timing: the 7.30a brigade and the lunch club define the basis for the meeting copyright
  9. 9. prepare for a productive meeting content • clearly state purpose and desired outcome • assemble background information • prepare your agenda: process vs. planning vs. decision logistics • where: location and seating • how: technology, lighting, temperature • other: pre-meeting materials, handouts, food leadership • assign roles: e.g. secretary and subject matter expert • define decision-making process: majority/consensus/leader copyright
  10. 10. time • arrive early • start on time • end on time (or earlier!) people • introduce members if not familiar • define roles leadership • reiterate objective, establish ground rules and manage interruptions • lead the meeting: focus on agenda by guiding, coaxing, embracing humor… • focus on outcomes: track and record results • structure deliverables: who will do what by when? • thank participants lead the meeting … copyright
  11. 11. pace yourself towards your purpose … with a bell-shaped agenda welcome easy topics: • who takes minutes • announcements • upcoming events easiest topics • end on a positive note • good time for member recognition difficult issue discussion only: • hardest item for subsequent meetings copyright
  12. 12. content • within 24 hours write and distribute meeting minutes: topics discussed, decisions made, deliverables and individual accountabilities people • who/ what/ when • who else will need to receive the meeting minutes • get feedback on meeting effectiveness leadership • monitor progress and hold individuals accountable • report progress back to attendees and other stakeholders • celebrate wins publicly; criticize privately follow up on the meeting copyright
  13. 13. resources • „You are where you sit‟, Business Week, 2007 • „Creating and delivering persuasive presentations‟, HBS, 2007 • „Running Meetings‟, Harvard Business School Pocket Mentor, 2006 • „Effective Communication‟, HBR, 1999 • „How to run an Effective Meeting‟, B.L.Shoop, Focal Point, October 1996 • „Meetings in America: A study of trends, costs and attitudes…‟,MCI, 1998 • „How to make meetings work‟, Doyle/Strauss, Berkley Publishing, 1993 • „Fewer Camels, More Horses: Where Committees Go Wrong‟, H.C. Wedgewood, Personnel, v. 44, No. 4, 1967 • Society of Professionals in Dispute Resolution: • Management Information software: SMART Meeting Pro • Web based collaboration: tools-for-web-based-collaboration copyright