Basic elements for managing an effective meeting

1. Meeting science
- the basic elements -
Luigi Rigolio, 2014

2. Meeting science - the basic elements:
delivery and topics
Knowledge for meeting managers
• Relevance of the subject
• Issues in meeting management
• Good meeting management practices
• Tools for meeting managers

3. Knowledge for meeting managers:
key factors in the development of strong skills
Knowledge Feed back
Practice

4. Importance of the meeting:
key points
• The meeting is an expensive tool
• The performance of a group is related with
the quality of interactions *
* Losada, Eaphy in Am Behav. Scientist 2004
• Executives and managers spend a lot of time
in meetings**
• Meetings leads to important results
** Mankins, Brahm, Caimi, «Your scarcest resource». HBSR, May 2014
• Projects need of meeting with the client

5. Meeting science - the basic elements:
delivery and topics
Knowledge for meeting managers
• Relevance of the subject
• Issues in meeting management
• Good meeting management practices
• Tools for meeting managers

6. Issues in meeting management:
analogy with a grinder machine
Output:
the expected results
Input
Oil Sand

7. From input to output -issues
resources’s inventory
• Biology
• Tecnology
• Culture (and budgeting)

8. • Conflict and negativity
Resources - Biology:
«deep brain» impact
• Decline of attention
• Cooperation
• Motivation

9. Resources - Tecnology:
«emergency» in the room
Attendees normally send e-mail
during the meeting*
* Mankins, Brahm, Caimi, «Your scarcest resource». HBSR, Maggio 2014

10. Resources - Culture (and budgeting):
the meeting science is a outmoded subject
• Lack of willingness to invest in training
on meeting management

11. Meeting science - the basic elements:
delivery and topics
Knowledge for meeting managers
• Relevance of the subject
• Issues in meeting management
• Good meeting management practices
• Tools for meeting managers

12. Good meeting management practice:
subjects
• Accurate planning
• Clear presentation of objectives
• Respect agenda and timing
• Record and share results
• Ask for feed-back

13. Accurate planning:
key elements
• Concrete expected results
• Agenda items consistent with objectives
– Effective tools
• Realistic time schedule
– Optimistic approach

14. Agenda items consistent with objectives:
the flow of information in typical meetings
Distribute
data
Brainstorming
Project management
meeting:
Kick off
Team building
Etc.
Problem solving
Advisory board
Training
Sales meeting
Board

15. Good meeting management practice:
subjects
• Accurate planning
• Clear presentation of objectives
• Respect agenda and timing
• Record and share results
• Ask for feed-back

16. Clear presentation of objectives:
key points
• Where we come from
– The «stakeholders»
• Where we are going to
– The direction/the objective
– The expected results
• Show the relevance of the subject
– Present fresh data
• Ask the agreement

17. Good meeting management practice:
subjects
• Accurate planning
• Clear presentation of objectives
• Respect agenda and timing
• Record and share results
• Ask for feed-back

18. Respect agenda and timing:
tips
• Respect the starting time
• Manage difficult behaviors

19. Meeting management:
delay’s implications
• Negative impact on the leadership
– The trust decreases
• The delay will increase
• Extra time does not work

20. Meeting science - the basic elements:
delivery and topics
Knowledge for meeting managers
• Relevance of the subject
• Issues in meeting management
• Good meeting management practices
• Tools for meeting managers

21. Tools:
planning next meeting
• Project management tools
– Gantt
– Check lists
• Wellcome desk materials
• Attendee materials
• Speacker materials
• Templates
– Agenda
– Slides

22. Tools:
managing the meeting
• «Take home messages»
(and dilemmas)
• «To do list»
• «Benefits and concerns»
• «Expectations»
Flip chart sheets
Brown papers – matrix – post it

23. Tools:
The opening ceremony to set the level of interaction
Ice-breaker Deal the Rules
Interaction

24. Tools
The closing ceremony to maximize the value
• Check the expectations
• Control the results
• Take home messages
• Next steps
• Get the Feed-back (B’s and C’s)
• Thanks

25. Meeting science – the basic elements:
wrap up
• A meeting is a high cost tool
• Knowledge/practice/feed-back
• Accurate planning:
– The grinder machine
• (Meeting)Time management
• The opening ceremony
• The closing ceremony