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Effective Meetings

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Flevy.com Best Practices

The document discusses how to plan and conduct effective meetings. It recommends following a three step process: 1) Plan the meeting by establishing a clear need, developing an agenda and identifying barriers. 2) Conduct the meeting by posting and following ground rules, recording ideas, and keeping within time limits. 3) Review the meeting by evaluating what went well and incorporating lessons into future meetings. Key elements include preparing an agenda, overcoming barriers, actively listening to participants, and debriefing after to improve future meetings.

Business
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EFFECTIVE MEETINGS © Operational Excellence Consulting. All rights reserved. © Operational Excellence Consulting. All rights reserved.
Learning Objectives Upon completion of this program, you will be able to: • Make the necessary preparations for a meeting to achieve the desired outcomes • Conduct an effective meeting • Perform a meeting review and follow up Copyrights of all the pictures used in this presentation are held by their respective owners. © Operational Excellence Consulting. All rights reserved. 3
“Well begun is half done.” - Aristotle © Operational Excellence Consulting. All rights reserved. 5
Effective Meetings Follow A Three Step Process Plan Meeting Conduct Meeting • Establish a need for a meeting • Post and follow Ground Rules • Develop a clear agenda and meeting process Review Meeting • Evaluate meeting and incorporate builds into next meeting design • Get Expectations • Publish Next Steps • Record ideas • Ensure a proper meeting environment • Bring to closure with Next Steps • Identify and overcome potential barriers © Operational Excellence Consulting. All rights reserved. 7
1 PLAN MEETING © Operational Excellence Consulting. All rights reserved.
Plan Meeting Establish A Need For A Meeting Good Reasons to Meet • To share information / answer questions • To resolve issues / develop ideas • To make decisions / develop a path forward • To delegate work or authority • To train • To persuade or inspire If there is no good reason to meet, “Just Say No”. © Operational Excellence Consulting. All rights reserved. 11
Plan Meeting Guidelines For An Effective Agenda • Identify the time, date and place • Describe the meeting purpose / objective(s) • Describe the meeting topics and process • Identify the participants and their roles • Indicate time limits on each topic • Tell the participants how to prepare • Schedule items in order of importance • Always start with Expectations and end with Next Steps • Distribute in advance © Operational Excellence Consulting. All rights reserved. 13
Plan Meeting Identify and Overcome Potential Barriers • Barriers may include...  unprepared participants  uninformed participants  uncooperative participants  lack of authority to accomplish objectives © Operational Excellence Consulting. All rights reserved. 15
2 CONDUCT MEETING © Operational Excellence Consulting. All rights reserved.
Conduct Meeting Post and Follow Ground Rules Basic Ground Rules • Observe time contracts • Headline ideas • Listen actively, seek to understand • Paraphrase to confirm what you heard • Build on others ideas - help ideas “over the wall” • Stay in process • Take notes • Accept all ideas as valuable • Be open © Operational Excellence Consulting. All rights reserved. 19
Conduct Meeting Record Ideas The Group Memory: Flip Chart Recordings • Helps the group focus • Provides instant record of meeting content • Encourages participation • "Depersonalizes” ideas • Increases sense of accomplishment • Provides a history © Operational Excellence Consulting. All rights reserved. 21
3 REVIEW MEETING © Operational Excellence Consulting. All rights reserved.
Review Meeting Evaluate Meeting and Incorporate Builds Into Next Meeting Design Debriefing Ideas • Use “Benefits and Concerns” or Meeting Effectiveness Checklist • Done as an agenda item with the entire group or with leader and facilitator immediately after meeting • Used by leader and facilitator to structure next meeting © Operational Excellence Consulting. All rights reserved. 25
4 SECRETS TO SUCCESSFUL MEETINGS © Operational Excellence Consulting. All rights reserved.
Secrets to Successful Meetings Pre-positioning Prior to Meetings Fosters Success When to Preposition • When key decisions need to be made • When the issues deal with the “political” and “emotional” aspects of change…  provides an opportunity to constructively deal with resistance Time spent positioning will reduce time squandered in meeting and help achieve the desired outcome. © Operational Excellence Consulting. All rights reserved. 29
Secrets to Successful Meetings Benefits Before Concerns Support Team Values Concerns in “How to” or “I wish” format • To convert issues from barriers to solvable problem statements • Avoids closed-end responses… i.e., “I don’t like the idea” • Emphasize “working concerns” off-line… determine next steps and assign accountability • Creates action plan and road map to resolve issues © Operational Excellence Consulting. All rights reserved. 31
Secrets to Successful Meetings Participative Decision Making Adds Value to Quality and Commitment of Decisions Consensus-Seeking, Appropriate When… • Issue of major significance to entire group • Commitment a key to implementation success • Have time • Ownership is desired outcome Need clear expectations about the nature of participation. © Operational Excellence Consulting. All rights reserved. 33
Secrets to Successful Meetings Headlining - A Simple Meeting Behavior That Helps Manage Time More Efficiently Stating the Message Up Front... • Tells people what to listen for • Moves the meeting process along… minimizes “story telling” “We really spent so much unnecessary time and effort going around in circles today that when it got to11 o’clock, I looked at my watch and had very little interest in staying here.” © Operational Excellence Consulting. All rights reserved. 35
END OF PRESENTATION For more information about our services, please visit www.oeconsulting.co m.sg © Operational Excellence Consulting. All rights reserved.

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Effective Meetings

  • 1. EFFECTIVE MEETINGS © Operational Excellence Consulting. All rights reserved. © Operational Excellence Consulting. All rights reserved.
  • 2. Learning Objectives Upon completion of this program, you will be able to: • Make the necessary preparations for a meeting to achieve the desired outcomes • Conduct an effective meeting • Perform a meeting review and follow up Copyrights of all the pictures used in this presentation are held by their respective owners. © Operational Excellence Consulting. All rights reserved. 3
  • 3. “Well begun is half done.” - Aristotle © Operational Excellence Consulting. All rights reserved. 5
  • 4. Effective Meetings Follow A Three Step Process Plan Meeting Conduct Meeting • Establish a need for a meeting • Post and follow Ground Rules • Develop a clear agenda and meeting process Review Meeting • Evaluate meeting and incorporate builds into next meeting design • Get Expectations • Publish Next Steps • Record ideas • Ensure a proper meeting environment • Bring to closure with Next Steps • Identify and overcome potential barriers © Operational Excellence Consulting. All rights reserved. 7
  • 5. 1 PLAN MEETING © Operational Excellence Consulting. All rights reserved.
  • 6. Plan Meeting Establish A Need For A Meeting Good Reasons to Meet • To share information / answer questions • To resolve issues / develop ideas • To make decisions / develop a path forward • To delegate work or authority • To train • To persuade or inspire If there is no good reason to meet, “Just Say No”. © Operational Excellence Consulting. All rights reserved. 11
  • 7. Plan Meeting Guidelines For An Effective Agenda • Identify the time, date and place • Describe the meeting purpose / objective(s) • Describe the meeting topics and process • Identify the participants and their roles • Indicate time limits on each topic • Tell the participants how to prepare • Schedule items in order of importance • Always start with Expectations and end with Next Steps • Distribute in advance © Operational Excellence Consulting. All rights reserved. 13
  • 8. Plan Meeting Identify and Overcome Potential Barriers • Barriers may include...  unprepared participants  uninformed participants  uncooperative participants  lack of authority to accomplish objectives © Operational Excellence Consulting. All rights reserved. 15
  • 9. 2 CONDUCT MEETING © Operational Excellence Consulting. All rights reserved.
  • 10. Conduct Meeting Post and Follow Ground Rules Basic Ground Rules • Observe time contracts • Headline ideas • Listen actively, seek to understand • Paraphrase to confirm what you heard • Build on others ideas - help ideas “over the wall” • Stay in process • Take notes • Accept all ideas as valuable • Be open © Operational Excellence Consulting. All rights reserved. 19
  • 11. Conduct Meeting Record Ideas The Group Memory: Flip Chart Recordings • Helps the group focus • Provides instant record of meeting content • Encourages participation • "Depersonalizes” ideas • Increases sense of accomplishment • Provides a history © Operational Excellence Consulting. All rights reserved. 21
  • 12. 3 REVIEW MEETING © Operational Excellence Consulting. All rights reserved.
  • 13. Review Meeting Evaluate Meeting and Incorporate Builds Into Next Meeting Design Debriefing Ideas • Use “Benefits and Concerns” or Meeting Effectiveness Checklist • Done as an agenda item with the entire group or with leader and facilitator immediately after meeting • Used by leader and facilitator to structure next meeting © Operational Excellence Consulting. All rights reserved. 25
  • 14. 4 SECRETS TO SUCCESSFUL MEETINGS © Operational Excellence Consulting. All rights reserved.
  • 15. Secrets to Successful Meetings Pre-positioning Prior to Meetings Fosters Success When to Preposition • When key decisions need to be made • When the issues deal with the “political” and “emotional” aspects of change…  provides an opportunity to constructively deal with resistance Time spent positioning will reduce time squandered in meeting and help achieve the desired outcome. © Operational Excellence Consulting. All rights reserved. 29
  • 16. Secrets to Successful Meetings Benefits Before Concerns Support Team Values Concerns in “How to” or “I wish” format • To convert issues from barriers to solvable problem statements • Avoids closed-end responses… i.e., “I don’t like the idea” • Emphasize “working concerns” off-line… determine next steps and assign accountability • Creates action plan and road map to resolve issues © Operational Excellence Consulting. All rights reserved. 31
  • 17. Secrets to Successful Meetings Participative Decision Making Adds Value to Quality and Commitment of Decisions Consensus-Seeking, Appropriate When… • Issue of major significance to entire group • Commitment a key to implementation success • Have time • Ownership is desired outcome Need clear expectations about the nature of participation. © Operational Excellence Consulting. All rights reserved. 33
  • 18. Secrets to Successful Meetings Headlining - A Simple Meeting Behavior That Helps Manage Time More Efficiently Stating the Message Up Front... • Tells people what to listen for • Moves the meeting process along… minimizes “story telling” “We really spent so much unnecessary time and effort going around in circles today that when it got to11 o’clock, I looked at my watch and had very little interest in staying here.” © Operational Excellence Consulting. All rights reserved. 35
  • 19. END OF PRESENTATION For more information about our services, please visit www.oeconsulting.co m.sg © Operational Excellence Consulting. All rights reserved.