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Conducting+Meetings+V2
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- 2. Agenda What’s ameeting? Roles in a meeting Meetings at Google Prepping for a meeting Starting the meeting Conducting the meeting Summarizing the meeting Following up
- 3. What’s a meeting?an event at which people meet to discuss and decide things (Longman Online) in a meeting, two or more people come together for the purpose of discussing a (usually) predetermined topic, often in a formalized setting Predetermined topic Discuss Decide
- 4. Roles in ameeting Leader: Initiates, contributes Facilitator: Conducts Notetaker: Minutes Contributor: Participates in discussion and offers ideas One person, multiple roles possible Call out role changes
- 5. Meetings at GoogleOne-one-ones Project Meetings Team Meetings Quarterly Reviews
- 6. Meetings at GoogleOne-on-ones Quarterly reviews Project meetings Team meetings
- 7. Prepping for ameeting: Leader Do I need a meeting? Emails? Pings? Phone calls? Why do I need a meeting? Determining the agenda Sending it in advance, printing it out Who should be on the meeting? More people does not always mean more value How long should the meeting be? Which mode of meeting to choose? Who will play what? Calendar the meeting
- 8. Prepping for ameeting: Contributor Study the agenda carefully Suggest changes additions Gather data, information Accept invitation Be on time
- 9. Starting the meetingSharing the agenda/objectives Set ground rules How long should you wait for the quorum?
- 10. Conducting the meeting:Leader/Facilitator Respect everyone Set time for turns Stick to the agenda Manage surprise agenda items Handle disagreement Use flipcharts Drive Consensus Manage pace Time is directly proportionate to the weight of the item Make a meeting productive and fun Voice and body language
- 11. Conducting the meeting:Contributor Participate in the meeting Get heard Be open No idea is bad Don’t digress Focus on the objectives Be concise Respect time Commit to contributing Voice and body language
- 12. Summarizing the meetingWhat are the decisions? What are the action items? Owners Deadlines
- 13. Following up LeaderSummary Email Following up action items Contributor Respond to follow-up emails Send updates on progress Work towards closing the action items Suggest if follow-up meetings are required
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Editor's Notes
- #4 First, discuss the definitions quickly. Then, hit on the three points as the essence of a meeting.
- #5 Get participants think about meetings and what roles people play in meetings, give an overview of these roles. This is a quick overview of the roles. Deep-dive is on slides to come.
- #6 Discuss types of meetings at Google. The ones on slide are by no means comprehensive; these are just a few examples. Just that they are high-frequency and high-impact. We want participants to understand this. Talk about roles in these meetings: who is a leader, participant, facilitator, etc., and what impact this has.
- #8 Before rolling out the slide, discuss what participants do when they have a meeting? One that they are participating in or have calendared. Then discuss points on the slide. In “Do I need a meeting,” talk about unscheduled meetings: that they focus on a single issue, avoid overhead of a scheduled meeting, are short and focused, however follow up is not formal and strong as it lacks group pressure. Unscheduled meetings work well only for a small group. In agenda items, talk about limited items, better success rate. Objectives should be mesaurable. Agenda serves as the reference, control, and standard for the meeting. How long? Attention span 45 mins. Important agenda items early on. In “Which mode of meeting to choose,” talk about technology. Emphasize the need to choose the right mode—phone-in, VC, etc; ensuring the set up is tested and the leader/facilitator is comfortable using the tools. Phone-in requires dealing with technical problems like range and using alternate numbers, taking turns, volume, managing noise, not misinterpreting voice and tone, sharing data/preso before the call, so everybody is looking at the same thing, etc. VC requires preso/data, allowing for relay delays, using remote control features intelligently, etc.
- #9 One of the objectives is to emphasize the contributor role. It’s important to make participants understand that when they are invited to a meeting, it’s because their contribution is valued, and they should take meetings seriously.
- #10 Emphasize the need for agenda. It brings better-informed participants to the meeting, helps drive decisions, and saves time. Maybe, an agenda item needs some homework and sending the agenda out earlier gives people time to do their homework, etc.
- #11 Emphasize on participation of everybody. The leader should understand personality types and should get passive participants involved, etc. In “voice and body language,” talk about volume levels, managing facial expressions, stance, gait, etc.
- #12 In “Commit to contributing,” talk about effective ways of debating: assess value of an argument in consideration, don’t try to win an argument, while making an argument—present supporting evidence or own the responsibility to present evidence in the future, don’t get emotionally involved, allow established principles to be challenged, etc. In “voice and body language,” talk about volume, posture, using hands, nods, etc.
- #14 Also, make people think of way to better track AIs when there are several. For example, creating a trix and multiple owners updating statuses real time, etc.