One of a series of workshops prepared for the University Library System (ULS) Leadership Program at the University of Pittsburgh. Covers how to make meetings more productive and deal with common problems, for example, getting people to participate and managing dysfunctional behaviors.
Meetings PowerPoint PPT Content Modern SampleAndrew Schwartz
134 slides include: why meetings are unproductive, conducting a productive meeting, group roles and behaviors, effective meeting notes, guidelines for effective meetings, information sharing/gathering, recognizing resistance to accepting change, phases of change transition, problem solving meetings, decision making meetings, slides on before the meeting, agenda and goals, during the meeting, after the meeting, common scheduling problems, scheduling hints, taking minutes, how to's and much more.
Leading effective meetings facilitator guideLaura Staley
A facilitator guide for a class on leading effective meetings. It goes with this presentation - http://www.slideshare.net/LauraStaley1/leading-effective-meetings-slides.
Slides to accompany a bite-size training session on preparing for and managing effective meetings. Full training materials including Session Leaders Notes, Delegate Workbook and any Activity handouts can be purchased licence-free from http://www.power-hour.co.uk/trainingmaterialsshop. Prices start from £30 + VAT
Meetings PowerPoint PPT Content Modern SampleAndrew Schwartz
134 slides include: why meetings are unproductive, conducting a productive meeting, group roles and behaviors, effective meeting notes, guidelines for effective meetings, information sharing/gathering, recognizing resistance to accepting change, phases of change transition, problem solving meetings, decision making meetings, slides on before the meeting, agenda and goals, during the meeting, after the meeting, common scheduling problems, scheduling hints, taking minutes, how to's and much more.
Leading effective meetings facilitator guideLaura Staley
A facilitator guide for a class on leading effective meetings. It goes with this presentation - http://www.slideshare.net/LauraStaley1/leading-effective-meetings-slides.
Slides to accompany a bite-size training session on preparing for and managing effective meetings. Full training materials including Session Leaders Notes, Delegate Workbook and any Activity handouts can be purchased licence-free from http://www.power-hour.co.uk/trainingmaterialsshop. Prices start from £30 + VAT
When did you last join a work-related meeting that was productive and fun from the beginning till the end? That is, a meeting that had lucid objectives and a well-designed agenda; engaged all participants all the time; made them laugh; reached decisions; clarified follow-up actions; and secured commitment to achieve expected, positive, and constructive outcomes? Can you remember?
Meetings are essential in any form of human enterprise. These days, they are so common that turning the resources they tie up into sustained results is a priority in high-performance organizations. This is because they are potential time wasters: the other persons present may not respect their own time as much as you have come to respect yours, and it is therefore unlikely that they will mind wasting your time. Generic actions before, during, and after can make meetings more effective.
The Conducting Effective Meetings training program can be offered to Corporate Clients, SMEs, Private and Public establishments across India. All our programs are customized to suit the participants’ training needs. A detailed Training Design Document will be sent before the implementation of this training program.
Learn how to run meetings that produce results every time.
1. Use Foundation Tools to Set the Stage for Success.
2. Proactively Manage the Three Meeting Phases.
3. Keep Participants Engaged and Accountable.
When did you last join a work-related meeting that was productive and fun from the beginning till the end? That is, a meeting that had lucid objectives and a well-designed agenda; engaged all participants all the time; made them laugh; reached decisions; clarified follow-up actions; and secured commitment to achieve expected, positive, and constructive outcomes? Can you remember?
Meetings are essential in any form of human enterprise. These days, they are so common that turning the resources they tie up into sustained results is a priority in high-performance organizations. This is because they are potential time wasters: the other persons present may not respect their own time as much as you have come to respect yours, and it is therefore unlikely that they will mind wasting your time. Generic actions before, during, and after can make meetings more effective.
The Conducting Effective Meetings training program can be offered to Corporate Clients, SMEs, Private and Public establishments across India. All our programs are customized to suit the participants’ training needs. A detailed Training Design Document will be sent before the implementation of this training program.
Learn how to run meetings that produce results every time.
1. Use Foundation Tools to Set the Stage for Success.
2. Proactively Manage the Three Meeting Phases.
3. Keep Participants Engaged and Accountable.
The 8 Biggest Document Management Trends this YearAxero Solutions
Organizations are moving away from paper documents and "going digital." Document management has always been key to business operations, but current methods differ greatly from those of even ten or twenty years ago. Software platforms have taken the lead, and if your company hasn't started making the switch, you're already behind the competition.
A number of trends have recently emerged in doc management practices, and many have the potential to stand the test of time. Some of have been around for years, yet are just now starting to become commonplace. Some, however, are brand new to the world of document management software.
Here are the 8 biggest document management trends this year.
This is a minute assumed as 2 presiding officer. (dont know exactly what we should call it *presiding* coz there is only 1 presiding officer iin a meeting)
The Handover Project - Improving the Continuity of patient care Through Ident...Hendrik Drachsler
Presentation given at the CELSTEC, Learning Network plenary 22.03.2011.
Besides presenting the Handover project and the involvement of CELSTEC, we focused in this presentation on the evaluation approach we followed to create a customized Learning Network. The methodology offers a very effective set of evaluation tools to customize a Learning Network to the needs of a target domain in this case health.
Group Exercise_Best Practices for Meetingsdaniel_hart
I developed this exercise for a technical writing class. It helped students work together and was an excellent introduction to best practices for meetings.
Presentation of 1-day training in the Management Masters School. Introduction to the Meeting Facilitation: Basic techniques, Roles and Skills of Facilitator, Practical Sessions
Instructor: Vadim Nareyko
This is the final presentation for the Catalytic Leadership workshop given at Agile2017. In this one will learn about about how to lead change through small influences no matter where you are in the organization. It also helps you understand that change needs to be focused on Environment, Support, and Trust and provides a trust model that can be used for this.
Project Management in Libraries for UCLA IS 410Karen S Calhoun
A 3-hour class introducing project management in libraries, prepared and presented at the invitation of Dr. Beverly Lynch for her 3-credit graduate course "Management Theory and Practice for Information Professional," IS 410 in the UCLA Department of Information Studies.
The evolution of digital libraries as socio-technical systemsKaren S Calhoun
Introduces and orients participants to digital libraries as socio-technical systems--that is, systems based on the interplay of technology, information, and people. The objective is to expose thematic connections between digital library infrastructure, cultural heritage and scholarly collections, social forces, and online community building. Key challenges of the current environment include interoperability, community engagement, intellectual property rights, and sustainability. Invited presentation for the Nimitiz Library staff, US Naval Academy.
Explores how library collections have been, are and will be built in the context of changing information-seeking behavior, changes in the nature of collections, the social web, and new enabling technology.
A detailed briefing on the current position of the library catalog and its prospects in the age of internet discovery and changing preferences for information seeking. Based on the speaker's extensive research and writings abou the catalog and metadata at Cornell University Library and for the Library of Congress. Prepared for the "New Age of Discovery" Institute sponsored by ASERL and hosted by Auburn University Libraries. Presented July 19, 2007. Includes speaker notes.
Leading from the Middle: Rationale and Impact of Pitt's ProgramKaren S Calhoun
One of three panel presentations at "Leadership Development in Action: Changing Lives, Changing Libraries," delivered March 27, 2015 at the ACRL National Conference in Portland OR, this session describes the motivation, learning objectives, curriculum, and evaluation of a leadership development program for the University Library System at the University of Pittsburgh
Engaging Your Community Through Cultural Heritage Digital Libraries Karen S Calhoun
Based on the book Exploring Digital Libraries, this ALA Techsource webinar examines cultural heritage collections in the context of the social web and online communities. Calhoun and Brenner explore the possibilities and provide examples of digital libraries' shift toward social platforms, along the way discussing how to increase discoverability and community engagement, for instance through crowdsourcing.
Networking Repositories, Optimizing Impact: Georgia Knowledge Repository MeetingKaren S Calhoun
Prepared as the keynote for the Georgia Knowledge Repository's annual meeting, this presentation discusses why repositories are important, the challenges they face, and solutions or opportunities for networking repositories and optimizing their impact for local, regional and global communities.
Supporting Digital Scholarship: From Collections to CommunitiesKaren S Calhoun
A webinar presented by Aaron Brenner and Karen Calhoun for ALA TechSource based on Calhoun's book Exploring Digital Libraries (ALA Neal-Schuman, 2014).
Rethinking Library Cooperatives: Prepared for the Program for Cooperative Cat...Karen S Calhoun
In the context of current initiatives around linked data and cloud-based service frameworks, the presentation invites exploration of future directions that library cooperatives might take to significantly improve the visibility and recognition of library collections on the web.
Exploring Digital Libraries: Chapter by Chapter Summary by Facet PublishingKaren S Calhoun
From Facet Publishing, on the new book by Karen Calhoun. From book cover: "thought-provoking and practical, [the text] not only weaves an enormous amount of content into a manageable resource for teaching and learning, but also covers new topics in the field, including digital library roles on the social web and in libraries' digital future."
Teambuilding Workshop - ULS Leadership ProgramKaren S Calhoun
This presentation is designed to help leaders understand why to use teams and how to lead and work with them. Includes sections on kickoff meetings, team size, dealing with issues of trust, establishing norms and getting people to participate. This is one of the workshops in Pitt’s University Library System (ULS) Leadership Program.
Delegation and Conflict Management: A Mini-WorkshopKaren S Calhoun
This presentation is designed to teach principles and processes associated with delegating tasks and managing organizational conflict. It underpins a two-hour workshop that is part of Pitt’s University Library System (ULS) Leadership Program. The workshop exercises reinforce the skills of delegating tasks and managing conflicts contextually, using a variety of approaches.
ULS Leadership Program: Presentations WorkshopKaren S Calhoun
Considers a whole brain model for enhancing creativity and how the model applies to designing and giving presentations. Explores and provides opportunities to practice ideas and techniques for presenting effectively and more creatively. Includes list of sources.
An interactive workshop on the changing academic library, from endings to new beginnings. Prepared at the invitation of the Associated College Libraries of Central Pennsylvania, the workshop covers how budgets, staffing, and shifts in information-seeking behaviors and preferences are driving change in collections and services. The workshop concludes with a consideration of opportunities for innovation to add value and advance the missions of the colleges and universities that libraries serve.
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A workshop for a library and information science class on management. Includes sections on innovation and new service development in libraries; project initiation and management; teamwork and leadership; and project politics.
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A workshop for task force members of the Pitt University Library System (ULS). Includes sections on project initiation, design teams, environmental scanning and stakeholder evaluation, the Future Search methodology, the use of SharePoint for collaboration, and strategic option analysis.
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Presented at the December 2011 PALCI Member Meeting in Harrisburg PA. Calhoun describes her new role at the University of Pittsburgh Library as AUL for Organizational Development; the nature of and necessary conditions for transformational change; and the challenges of the the change cycle.
Rethinking Our Jobs: Toward a New Kind of Academic Library Karen S Calhoun
Invited presentation for Library Staff Day at Duquesne University, 3 January 2012. Makes a case for change in academic libraries; recommends changes and a process for enabling change. Cites a 2011 Education Advisory Board report and other evidence to support new strategies and new types of jobs for librarians and staff.
Library Process Redesign: Renewing Services, Changing Workflows Karen S Calhoun
Invited presentation for Cambridge University Library, 10 February 2011. Reviews trends in research library collections including e-resources and special collections; discusses principles and practice of library process redesign to free up time for new initiatives.
Time Management Workshop - ULS Leadership ProgramKaren S Calhoun
Prepared as a component of the Pitt University Library System's Leadership Development Program, a year-long set of learning activities to strengthen ULS leadership capacity for achieving strategic initiatives, managing projects, and working in teams across organizational boundaries.
Effective Meetings Workshop: ULS Leadership program
1. ULS Leadership Program
Karen Calhoun
22 October 2012
This work is licensed under a
Creative Commons Attribution-NonCommercial-NoDerivs 3.0 Unported License.
2. What You Said About Problems
with Meetings
Lack of agendas* Unproductive meetings;
Hard to schedule * meetings held “just
Tracking outcomes and
because”
assignments; following Attendees unprepared
up * Too many meetings
Better facilitation; getting Meetings too long
people to participate Traveling between Thomas
Clearer, better, more and Hillman when
creative and innovative meeting is not productive
outcomes Technology in 272 not
Effective use of meeting good for virtual meetings
time
*Top three
2
3. Agenda Topic Time
Arrival, social time, & What You Said 10:00-10:15 am
Why have a meeting?
10:15-10:30 am
Your role as chair – are you willing?
Ground rules
Getting people to participate 10:30-10:45 am
(handouts)
Short break 10:45-11:00 am
Designing a meeting – Agendas 11:00-11:45 am
(exercise)
Outcomes, assignments, following up 11:45-12:00
(handouts)
Lunch and social time 12:00-12:30 pm
Dealing with process problems 12:30-1:15 pm
(exercise)
What have you learned today? 1:15-1:45 pm
(exercise)
Close and get on shuttle 1:45-1:50 pm
3
4. Why Have a Meeting?
Inform and gather input Make or validate
Kick off a project or decisions
process Establish new ways of
Evaluate work in doing things
progress; identify next Provide forum for airing
steps/assignments concerns or asking
Evaluate completed work questions
Plan and/or prioritize Solve problems
Motivate What else?
Can you classify the meetings you
are going to next week?
4
5. Does the meeting have a clear
purpose or purposes? If not (and
you are in charge) DON’T MEET!
Alternatives to meeting
Weekly newsletter?
Post info on SharePoint?
Plain old memo, report or email?
Have an informal conversation(s) on phone, in person,
via email?
Combine with something else?
What other ideas?
5
6. Kinds of Meetings – Face-to-Face
and Virtual
Stand up meetings – operational – very short –
sometimes daily
Weekly / tactical / progress review
Monthly / strategic / longer term planning
Formal governance meetings
Quarterly/Semiannually etc. – long time horizon,
sometimes off site (less often virtual)
6
7. Your Roles as Chair
+ Delegator:
Be specific – who,
what, when, how?
Chair
+ Sometimes:
Recorder – if you
can’t recruit one
Organizer Facilitator
7
8. Based on ideas in Haycock 2011:
http://www.slideshare.net/KenHaycock/effective-meetings-7169529
Am I Willing to …
Invest my time in planning meetings?
Invest my time in capturing actions, decisions,
following up and communicating?
Model the behaviors that the organization needs?
Encouraging and engaging in dialogue?
Building consensus?
Listening?
Facilitating listening and 2-way learning?
Communicating sideways, up and down?
Engaging in crucial conversations (managing conflict)?
8
9. Chair as Facilitator
Reflect the group, not yourself
Observe and manage meeting progress
Manage disruptions and conflict
Develop people
Encourage
Seek participation
Clarify
Summarize
9
10. Ground Rules and Norms – for
everyone in the meeting
Arrive on time, end on time
Come prepared
Be respectful and honest in communications
Comments succinct and on topic
Don’t interrupt
Seek first to understand
Follow up actions that are assigned to you
Signs for “accept,” “can live with,” and “cannot accept”?
Oral reports okay or not?
What happens when someone misses a meeting or is frequently
late?
Confidentiality?
What else?
10
11. Getting People to Participate
Takes practice!
Tell less, ask more - Ask questions
See handouts
Listening Observer Worksheet
Roles People Play in Groups
Data Collection/Discussion Methods and Techniques
Linear Problem Solving/Decision Making Model
Brainstorming Rule Sheet
The handouts are used with thanks to Chet Warzynski, Roxi Bahar, and Clint Sidle,
Cornell University Organizational Development. They are taken from their
“Discovering Leadership” Workshops, 1999-2000.
11
13. From Endicott , Lazar and Ford 2006
http://www.slideshare.net/ringer21/too-much-time-wasted-in-meetings-why
Meeting Traps Leadership:
Poor planning
No agenda
Insufficient follow-up
Capabilities: Focus:
Not enough knowledge about conducting meetings Disruptive behavior
Right people not present Delayed decisions
Participants are unprepared Unclear objectives
13
14. Designing a Meeting (Exercise)
Work in pairs – 30 minutes (15 minutes each person)
15 minutes - reporting out
In pairs, study the following handouts:
Key Questions for Meeting Designers
Meeting Design Exercise
Roles People Play in Groups (from prior exercise)
Data Collection/Discussion Methods and Techniques (ditto)
Meeting Agenda
Work together to design and produce agendas for two upcoming
meetings using these handouts
Reporting out: Discuss the process of completing your Meeting
Design Exercise form and describe what you learned from the
exercise (max 2 minutes each person)
Handouts are from “Discovering Leadership” workshops 14
15. Actions and Decisions - Outcomes,
Assignments, Following Up
Identify actions and/or decisions/proposals made
Assign responsibility and time frame for actions
Create action log and use it to track progress and
encourage accountability
After the meeting, ask yourself: Who needs to know? What
and when?
Follow up with other stakeholders as needed (esp. if all the
stakeholders were not in the room)
Communicate results (e.g., post agendas and action notes
to SharePoint and announce their availability)
Keep “parking lot” of undiscussed topics
What else?
15
17. Dealing with Process Problems
Apathy Late arrivals
Fear Conflict avoidance
Blocking Inattention
Negativity Side conversations
Cynicism, sarcasm Straying off topic
Dominating Multitasking (e.g., working
Interrupting on a regular on cell phone or tablet not
basis related to meeting)
Withdrawal, “checking Sniping
out” What else?
17
18. Coping with Dysfunctional Behaviors in Meetings
(Exercise)
Purpose – Review and test various coping strategies
Work alone – 5 minutes – examine the situations in the
Meeting Management Worksheet (handout)
Work in groups of 4 – 20 minutes – try to achieve group
consensus on the best way to rank the suggested responses
(1 = best suggestion; 2=middle; 3=worst suggestion). Write
your responses on the flip chart.
Karen distributes Meeting Management Suggested
Rankings Sheet and explanatory notes. Groups compare
their responses to the Suggesting Rankings – write on flip
chart (see next page) – 5 minutes
Group discussion of the questions on the next slide – 10
minutes
Credit: Doyle, Patrick, and C.R. Tindal. 2003. “Meeting Management:
Coping with Dysfunctional Behaviors.” In The Pfeiffer Book of Successful
Leadership Development Tools, 291–304. San Francisco CA: Pfeiffer.
18
19. How to Write Your Results on the
Flip Chart
Situation One - Saboteur
Your Group’s Ranking Doyle and Tindal Suggested Ranking
# #
# #
# #
Situation Two - Sniping
Your Group’s Ranking Doyle and Tindal Suggested Ranking
# #
# #
# #
Situation Three Etc.
19
20. What are the best ways to cope
with dysfunctional behaviors?
Which of the behaviors in the exercise did you
recognize? What were your reactions to being in the
chair role and deciding how to deal with the
dysfunctional behaviors?
What, if any dysfunctional behaviors occurred in your
subgroup as you worked toward consensus? How did
your subgroup deal with these?
We did not discuss coping with conflict. What
interest might you have in covering conflict
management in an hour-long future workshop?
20
21. Closing Exercise – What Have You
Learned Today ?
Work again in pairs – 10 minutes (5 minutes each
person) – answer this question:
What have you learned today that you will use tomorrow
or before the end of the week? How will you use it?
How will you evaluate your progress over the next six
weeks or so?
Reporting out and group discussion – 15 minutes
21
22. Thanks for coming!
Please don’t
forget to fill out
the evaluation
form in
DropBox!
Photo by Edgar Barany. CC-BY-NC.
http://www.pragjesu.info/prague-autumn-leaves-l.htm
22