How to lead effective meetings. Why we meet, types of meetings, leading meetings and meeting etiquette.

1. Why have meetings?
Top 5 reasons…
Effective Meetings
• Why have meetings?
• Types of meetings
• Lead an effective meeting
• Meeting etiquette

2. Whydo we have meetings?

3. See people

4. Show charts

5. Feel important

6. Write on a
flip chart

7. Impress others

9. Types of meetings

10. Give Information

11. GIVE INFORMATION
• Is this the best way to give this information?
• Could alternatives work just as well?
• Who is going to be there?
• What will they be expected to remember?
• Is it necessary that this is in person?
Use meetings to give information if:
• The topic is sensitive (i.e. would seem cold coming over
email)
• The topic is complex (i.e. needs lots of focus,
consideration to understand
• Keep your message simple and pared down
• Consider providing back up materials to enhance
• Consider providing question time to improve clarity

12. Get information

13. GET INFORMATION
• Is it necessary that this is in person?
• Could alternatives work just as well?
• Who is going to be there?
• Will the participants have the answers?
• Is this information or training?
Use meetings to get information if:
• The topic is sensitive (i.e. would seem cold coming over
email)
• The topic is complex (i.e. needs lots of focus,
consideration to understand
• Consider sending your questions in advance
• Ensure you have the right person
• Make sure you document resulting information

14. Develop Options

15. DEVELOP OPTIONS
• Is it necessary that this is in person?
• Could alternatives work just as well?
• Who is going to be there?
• Will everyone contribute?
• What will be done with the outcomes?
Use meetings to develop options if:
• The challenge is complex and you need to discover a
variety of options
• You have the time and the willing participants to search
for multiple options
• Articulate the challenge in advance
• Try different methods (groups, stickys, polls, etc..)
• Group composition matters

16. Make
Decisions

17. MAKE DECISIONS
• Is it necessary that this is in person?
• Could alternatives work just as well?
• Are the decision makers there?
• How will the decision be made?
• What will be done with the outcomes?
Use meetings to make decisions if:
• All the information is available or the timing is pressed
and a decision is required
• You have the right participants who are able to make the
decision
• Provide the background information in advance
• Make sure people know a decision is expected
• Take notes and discuss follow up

18. Warm magical human contact

19. TEAM BUILDING
• Is the timing right for this?
• Is this the right thing for our culture?
• Can we afford to do this right now?
• Can someone plan this so it doesn’t suck?
• What will be done with the outcomes?
Use meetings to team build if:
• The team is in need of team building, and there’s time to
do it.
• Someone is prepared to spend the time to make the
activities meaningful and fun.
• Make it fun and interactive
• Include everyone on the team
• Be conscious of everyone’s perspectives

21. Lead an
effective
meeting

22. Do you
need to
meet?

23. Create objectives

24. Figure out who
should come

26. Send out pre-work

27. Assign roles

29. Add extra time

30. • Decide whether you need a meeting or not
• Meetings are expensive
• Meetings are not always the most effective
• What type of meeting are you having?
• Review your tips & tricks for that type of meeting.
• Come up with objectives
• Why are you meeting?
• What are the desired outcomes?
• Phrase your objectives as actions.
• Think about who you invite
• Are these the right people?
• Have you invited people who aren’t crucial?
• Will everyone know why they are invited?
• Create an agenda
• Where are you meeting? Aim for distraction free.
• When? Be considerate.
• Include participants, objectives and timing.
• Send out pre-work (reading, past minutes, etc…)
• Assign roles
• Note taker
• Timer
• Send out post work
• Action items
• Minutes

31. Meeting Etiquette

32. It’s okay to say

33. Be on time!

36. Be prepared

38. Don’t be a jerk