Effective Meetings

© Operational Excellence Consulting. All rights reserved. 1
© Operational Excellence Consulting. All rights reserved.
Effective Meetings

Learning Objectives
Prepare for a
meeting to
achieve the
desired outcomes
Run an effective
meeting
Perform a meeting
evaluation and
follow up

Outline
1. Introduction to Effective Meetings
2. Prepare for the Meeting
3. Running the Meeting
4. Evaluating the Meeting
5. The Team Wheel
6. Secrets to Successful Meetings
NOTE: This is a PARTIAL PREVIEW. To
download the complete presentation, please
visit: https://www.oeconsulting.com.sg

4
“Well begun is
half done.”
Aristotle

Types of Meetings
§ Information Dissemination
– If the meeting is for one-way
passing of information, ask
yourself if there is another
means of conveying the
information that may be
equally or more effective
§ Decision Making
– Usually require more time
than information meetings
– Order decisions from least
difficult to most difficult
§ Problem Solving
– Develop a solution as a group
– Apply a problem solving
methodology
– Can take a long time if subject
is complex or contentious
§ Strategic Planning
– Focus longer-term (within 2 to
5 year time period)
– Use a strategic planning
methodology
– Can take more time than other
types of meetings

Meeting Tools and Techniques
§ Icebreakers – quick exercises that help new meeting
participants get comfortable with each other
§ Parking Lot – a list of issues that came up and should
not/could not be addressed at that time
§ Action Item List – who, what, when, resources needed
§ Roles and Responsibilities – Leader, facilitator,
timekeeper, recorder/scribe
§ Miscellaneous:
– Flip charts, markers, masking tape
– Sticky notes – used for polling, brainstorming, etc.

What are the characteristics of
effective meetings?

Meeting Roles and Responsibilities
Roles Responsibilities
Leader
• Owns Meeting
• Develops Agenda
• Sets Tone
Facilitator
• Manages Meeting
• Guides Process
• Records Ideas / Decisions
Participants
• Add Expertise
• Generate Ideas
• Make Decisions
Depending on the size and content of the meeting, the facilitator may
be an independent role or one of the group leader or participants.

Effective Meetings Follow a Simple 3-Step Process
Prepare for the
Meeting
Run the Meeting
Evaluate the
Meeting
§ Establish a need for a
meeting
§ Develop a clear agenda
and meeting process
§ Ensure a proper meeting
environment
§ Identify and overcome
potential barriers
§ Post and follow Ground
Rules
§ Get Expectations
§ Record ideas
§ Bring to closure with
Next Steps
§ Evaluate meeting and
incorporate builds into
next meeting design
§ Publish Next Steps

Guidelines For An Effective Agenda
1. Identify the time, date and place
2. Describe the meeting purpose / objective(s)
3. Describe the meeting topics and process
4. Identify the participants and their roles
5. Indicate time limits on each topic
6. Tell the participants how to prepare
7. Schedule items in order of importance
8. Always start with Expectations and end with Next Steps
9. Distribute in advance

Get Expectations
§ Obtain group Expectations at the start of the meeting
§ Build into agenda by prioritizing with established topics
§ Agenda items and Expectations not covered in meeting
time built into next meeting agenda
§ Issues that arise during the meeting that do not pertain
to the topic being discussed can also be added to
Expectations
Expectations – The Group’s Agenda
Expectations allow emerging high priority issues
to be addressed in a formal manner.

Flip Chart Techniques
§ Record key points, issues, and lists
of ideas
§ Post charts to keep the ideas
visible
§ Use two flip charts for a dual issue
or a compare/contrast approach
§ Use two or more alternating colors
to distinguish recorded ideas
Keep ideas visible
Record key points
Use colors

The Team Wheel
Form
Perform
Norm
Storm

Form
Questions the
Individual Needs
Answered
Questions the Team
Needs Answered
Observable Behaviors
• Why am I here? Why
are the others here?
• How much influence
will I have?
• How much (of myself,
of my knowledge,
time, etc.) am I willing
to contribute?
• What is the group’s
purpose?
• What methods and
procedures will we
use?
• What should the
group’s guiding values
be?
• Does the group have
the right members?
• Members are polite
• Participation is
inconsistent and
uneven
• Lots of false starts
• First agreements are
made

Perform
What the Individual
Feels
What the Group
Manifests
Observable Behaviors
• It’s fun!
• High trust and
friendship
• High creativity;
personally inspired
• Action of unified
purpose and mission
• Effective coordination
of members’ activities
and abilities
• Decision making by
true consensus
• Excellent
communication with
world beyond the
group
• High level of mutual
support and
connectedness
• Flexibility, versatility
• Easy use of humor
• Excitement, animated
participation
• Expressions of
appreciation of each
other and pride in the
group’s
accomplishments
• High energy

Secrets to Successful Meetings
Successful
Meetings
Preposition
Benefits
before
Concerns
Straw
Models
Participative
Decision
Making
Active
Listening
Headlining

The Foundation for Good Meetings
Without
Effective Teams
You Cannot Have
Effective Meetings
And Will Not Get
Results

Exercise
Creating Ground Rules
1. Select someone to act as facilitator.
2. Brainstorm a list of possible ground rules
for your table group - balancing group
dynamics with task issues.
3. Prioritize and select key ground rules.
4. Record ground rules and be ready to report
out.
15 mins

Presentations
1
minute

END OF PREVIEW
To download this presentation,
please visit:
www.oeconsulting.com.sg

Effective Meetings

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