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Meeting management
This document provides an agenda and guidance for a training session on effective meeting management. The session will cover recognizing good meeting characteristics, preparing for, structuring and facilitating meetings, and devising an action plan to improve meeting skills. It will discuss defining objectives, writing agendas, facilitating, note-taking, and following up on action items. Meeting exercises are included to discuss objectives, agenda writing, facilitation challenges, and setting norms. The goal is to help participants focus on desired behaviors to make their meetings more productive.
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Meeting management
- 1. Meeting Management KevinR. Thomas Manager, Training & Development x3542 kevin.r.thomas@williams.edu
- 2. Objectives • Recognisethe characteristics of a good meeting. • Learn how to prepare for, structure and facilitate effective meetings. • Devise an action plan to improve your ability to run good face to face meetings.
- 3. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 4. Meetings Bloody Meetings • Best known as a comic actor for Monty Python, A Fish Called Wanda, and now as Q in James Bond films. • Started Video Arts for business training • 1976, John Cleese plays the middle manager. • 2012 remake, Cleese returns as the judge.
- 5. Meetings Can Bea Waste A recent survey said: – 49% felt they wasted at least 3 hours a week in meetings – The more senior they were, the more meetings they went to – 17 hours per week spent at meetings – Running meetings – a crucial part of their jobs (80%) Plus: – You don’t learn from experience – People copy your bad habits
- 6. Monster Meetings and Miracle Meetings • Pair up • Share stories of meeting disasters • What went wrong? • Now share stories of successful meetings • What made them successful?
- 7. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 8. Objectives 1. Whatare you trying to achieve? 2. Is a meeting the best way to achieve the objective? 3. If so, who will need to be there? 4. What role will each person play? 5. What information will each person need to be successful? 2012 Swimming and Diving Champions!
- 9. Meeting Objectives Consider: • The sum of all of the hourly rates of the people at the meeting. • Other valuable activities you are taking people away from • The effects on morale of too many meetings Good Uses for Meetings Bad Uses for Meetings
- 10. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 11. Writing Meeting Agendas • A schedule of activities that will achieve the meeting’s objectives. • Enough detail that people will be able to prepare. • Estimated time for each item • Who will lead each section • Items grouped logically • Most time given to most important items, not the most urgent ones.
- 12. Writing Agenda Items Stated Agenda Item What they thought it was about What should it have been called? Improving company communications • Giving sales and accounts direct access to the data. • Internet upgrade. • Intranet redesign.
- 13. Writing Agenda Items Stated Agenda Item What they thought it was about What should it have been called? Expenditure on maintenance of B-1265s and B219s • Reducing maintenance expenses
- 14. Sequence of AgendaItems • Beginning – Report on actions since last meeting – Short, easy to handle agenda items – Gives people time to arrive – Allows people to warm up • Middle – Items that require substantial discussion • End – Note taker summarizes action commitments.
- 15. Supporting Materials •What do you want people to do to prepare for the meeting? • What documents, data, or other media will be needed to successfully accomplish the objectives?
- 16. Agenda Writing Exercise • Form groups of 3-4 • Read the Agenda Writing Case Study • Step 1: List all of the agenda items and give them appropriate titles • Step 2: Prioritize them by importance • Step 3: Assign time intervals to them • Step 4: Put them in a logical sequence • Write your group’s agenda on a flip chart
- 17. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 18. Role of theChair / Facilitator • What does a good chair do?
- 19. Facilitating Meetings: CaseStudy • Read the case study • Pair up • Put yourself in the role of advice columnist; what advice would you give?
- 20. Norms • Rulesthat a group uses to distinguish appropriate from inappropriate behavior. • Examples: – Preparation – Confidentiality – Participation – Listening – Use of devices – Start and end on time • Facilitator makes norms explicit and enforces them
- 21. Decision Making inMeetings Evidence Interpretation Decisions
- 22.
- 23. Special Case: Scrum-styleProject Meetings • Each team member reports on: – What has been done since last meeting – Any obstacles that have prevented progress – What each team member commits to do by the next meeting
- 24. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 25. Role of theSecretary / Note Taker – Having a separate note taker frees the facilitator to attend to his/her role – Records progress and action items – Summarizes and checks for consensus at the end.
- 26. Tracking Action Items • Sample meeting notes template • Save time for note taker to review at end, make sure everyone is clear and in agreement about next steps.
- 27. Special Case: MeetingEvaluation • A helpful end to regular meetings, especially if the group has gotten stuck in the past. + Δ
- 28. Agenda 1 •Introduction and Warm Up 2 • Meetings Step by Step • Meeting objectives • Writing Effective Agendas • Structure and Facilitate • Summarize and Record 3 • Action Planning
- 29. From Preparation toAction
- 30. Focus on WhatYou Want Instead of trying to suppress an unwanted behavior, focus on new, desired behaviors
- 31. WOOP It Up Wish, Outcome, Obstacle, Plan • Wish – What you hope will come from this session. • Outcome – the best outcome you can imagine for your meetings • Obstacle – what might get in the way? • Plan – make a plan to make it happen
- 32. • Program evaluationlink will be sent by email. • You’ll get a link to a course page with all the materials. Kevin R. Thomas Manager, Training & Development x3542 Kevin.R.Thomas@williams.edu
Editor's Notes
- #5 Play 0:00 – 2:20
- #8 2:05 – 8:53
- #10 Good Objectives Generating ideas for solutions Making informed decisions that affect team members. Determining next steps. Get feedback on a proposal Finding out more about a stakeholder group Developing connections between team members Not-so-good Uses for Meetings Meetings are routine but there are no agenda items. Wordsmithing Informing people of something where no action or discussion is required (although there are exceptions). Problem solving between 2 people when a group of people have been called together.
- #12 8:53 -13:00
- #13 13:00 – 14:32
- #14 14:32 – 18:40
- #18 24:30 - 26:35
- #19 Organizing Agenda Items Managing time Enforcing norms Listening Empowering members Making conflict productive Appreciation
- #22 26:35 – 28:40
- #25 28:40 – 30:45
- #29 30:51 - END
- #31 Combine the breaking of a habit with the making of a new habit. This is a very effective approach for smokers. If a smoker normally wakes up and lights a cigarette before their feet hit the floor, they will instead head straight to the shower. They will slowing transform their habit and redirect every last one of their triggers to other non-smoking related behaviors. Who can share a story about a habit you broke by replacing it with a new habit? Here’s some more good advice from Joyce Meyer… Focus on the good habit you want to do, not the bad habit you don’t want to do. Overcome the bad with good. This is so key because it allows you to celebrate your success in forming the new habit, rather than focus on failing to suppress the old habit.