On average, 1/3 of the meetings we attend are a waste of time. Effective meeting preparation can help reduce the number of meetings you have AND ensure the ones you do have are worthwhile. The team from Meeteor shares how to prepare a thoughtful agenda. -- Originally presented at NY OpCon. www.meeteor.com

1. Effective Meeting Preparation
Mamie Kanfer Stewart & Tai Tsao

2. 1
/3
Of all
meetings are
unproductive!
Meetings are Everywhere

5. • How meeting preparation can
lead to better meeting results.
• The key components of effective
meeting preparation.
• Tips for implementing new
meeting preparation techniques
in your workplace.
What
You Will
Learn

6. • Decide if you really need a
meeting.
• Ensure the right people are
there.
• Enable others to prepare.
• Know if the meeting was a
success.
Why
Prepare
for a
Meeting

7. Do You Need A Meeting
Do you know what you
need to move
forward?
Do you need others to
make progress?
Do you know who will
provide what you
need?
Is the situation
complex, time
sensitive or require
consensus?
Schedule and
thoughtfully prepare
for the meeting.
Figure out exactly
what you need:
- advice / input
- a decision
- approval / buy-in
- team alignment
- resources
- work plan
- clarity
- information
Plan your next steps
and get to work.
Decide who must be
engaged (and who
should be kept in the
loop).
Try using an
alternative form of
collaboration:
- online document
- chat application
- email
Y Y Y Y
N N N N
© Meeteor 2015
www.meeteor.com

8. • Why you are meeting
(desired outcome)
• What you will do
(agenda topics/activities)
• How people can prepare
(pre-reading and
instructions)
• How people should act
(norms)
Agenda
Best
Practices

9. The 6 Meeting Whys

10. Desired Outcomes : Examples
THIS NOT THAT
Approved budget for next
quarter based on last
quarters performance.
To discuss last quarters
financial results.
Stakeholder alignment on
progress, gather feedback
and decide on next steps.
To check in with the client
on work progress.

11. THIS NOT THAT
(approx. 10 min) Review
attached file and come
prepared to answer these
questions:
• What surprised you?
• What concerns you?
• What is missing?
Review attached file.
Prework : Examples

12. THIS
• Share ideas first and reserve judgment for later
• Offer ideas / topics for the backburner in order to
keep the conversation focused
• Signal when you are inquiring / advocating /
playing devils advocate
• Avoid “no, but” statements – try to build on the
ideas of others with “yes, and”
Norms : Examples

13. • Get input from others on
the agenda.
• Share the agenda in
advance.
• Send a reminder for the
prework.
• Include time for a “Check-
in” and “Check-out.”
• Reserve the last 5 minutes
for a wrap up.
Tips

14. • Which team, project or
meeting?
• What tools?
• Who do you need to
involve?
• How will you get them on
board?
Back at
the
Office

15. • Check out our software and services
at www.meeteor.com
• Sign up for our weekly blog on
collaboration best practices at
www.meeteor.com/blog
• Contact us at
mamie.kanfer.stewart@meeteor.com
Learn
More

16. What is Meeteor
Meeteor is a robust solution to address the challenges associated with
unproductive meetings. Meeteor helps you leverage your meetings to drive
productivity, build a healthy company culture and achieve greater results.
Technology
Facilitate the use of meeting best
practices, making it easier to
maintain smart ways of working.
Coaching
Address the psychological aspects of
technology adoption, behavior and
culture change.
Skill-Building
Develop capabilities, understanding
and implementation of best
practices.
Web and Mobile Apps
Plan thoughtful agendas, capture
crystallized next steps, and manage
effective follow-through.
Pilot Programs, Orientation, etc.
Get your team on board quickly and
successfully.
Workshops, Blog, etc.
Develop individual capabilities to
plan, run, and manage meetings
effectively.
Products & Services