On track! Running an effective meeting is more than the agenda - Summit version

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This is the version of my talk that will be presented at the 2017 STC Summit. Every techcomm project includes a series of meetings. Requirements gathering and status updates are a necessary part of every project. But attending a meeting means that team members are not making progress on tasks or deliverables. How can we ensure that we make the most of this necessary evil? This presentation will offer proven solutions for meeting management. Starting up front with an engaging icebreaker, gathering expectations about what should be accomplished during the meeting, and then collecting feedback at the end will make your meeting more effective and your team more productive. This presentation will be interactive and engaging. Come prepared to participate, share, laugh, and interrupt. Bring it on!

Business

ON TRACK!
Running an effective meeting is more than the agenda
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Hello! I’m Viqui Dill
I’m in STC
• Washington, DC – Baltimore chapter
• Instructional Design and Learning SIG
• Nominations Committee 2015-2017
• Community Affairs Committee
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Hello! I’m Viqui Dill
I work for American Woodmark Corporation
• Cabinets
• Kitchens
• Baths
• Winchester, VA
• 9 Manufacturing plants
• 14 Builder service centers
• 4 Corporate offices
• Sales reps
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Standard Meeting Format
• Icebreaker
• Review agenda
• Set expectations
• Content
• Review expectations
• (Review parking lot)
• Feedback
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Let’s start with an icebreaker
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Icebreaker
Who are these guys?
Orville and Wilbur Wright
first and second humans to achieve
controlled, powered and sustained heavier-
than-air flight
What was the year?
1903
Who was first?
Orville
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Icebreaker
Who is this guy?
Chuck Yeager
first human to travel
faster than sound
What was the year?
1947
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Icebreaker
Who is this guy?
Yuri Gagarin
first human in space
What was the year?
April 12, 1961
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Icebreaker
Who is this guy?
Alan Shepard
first American in space
What was the year?
May 5, 1961
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Icebreaker
Who is this guy?
Neil Armstrong
first human on the
moon
What was the year?
1969
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

What do all these things have in common?
Who are these guys?
Mercury 7
They had the right stuff
Who else has the right stuff?
We do!
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Do some housekeeping before business starts
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Collect expectations for today
• Why are you here?
• What do you hope to learn?
• What is your biggest I-hate-meetings pet
peeve?
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017
skip ahead to Feedback >>>

Finally, we can start the meeting
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Meetings
• Every project has them
• Generate no deliverables
• Take time and space
• Schedule
• Plan
• Attend
• Follow up
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

About icebreakers
• Purpose - BREAK THE ICE!
• Get everyone at ease & participating
• Introductions
• Make it fun - a riddle, a joke, a puzzle, etc.
• 1 to 5 minutes in length for most meetings
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

About collecting expectations
• Clarifies & defines what the participants
want to accomplish
• Include names or initials
• Defines meeting flow & focus
• Weeds out derailment
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Reviewing expectations and collecting feedback
• Review the expectations item by item by name
• Collect feedback from each attendee
• How could the meeting have been better?
• + and - feedback (but be constructive)
• End on a congratulatory note
• Forum for complaints
• Gives performance feedback to you as the facilitator
• Makes the next meeting better
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

What is a parking lot?
• List of items teammates want to discuss that are
• Not on the agenda
• New and need study
• Going to derail the original purpose of the meeting
• Write the list down so everyone can see the list
• Communicates respect for the teammate bringing up
the item
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Desired Result
A successful meeting:
• starts and ends on time - or earlier
• achieves the expectations set by participants
• results in the necessary decisions
• concludes with a common understanding of meeting
results and assignments
• provides for mutual support and respect among
participants
• increases the trust among participants
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Where did these ideas come from?
My company, American Woodmark Corporation
• Formal meeting management structure
• Training every 3 years
• Written up in “Compass” by Bill Brandt
https://www.amazon.com/Compass-Creating-Exceptional-Organizations-Leaders/dp/0988320509
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Do some housekeeping before the meeting ends
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Did we meet your expectations?
<<< go back to expectations slide
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Feedback about this presentation
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

Connect with me
Bio
http://wdcb.stcwdc.org/about-us/chapter-bios/dill-bio/
Blog
https://viquidill.wordpress.com/
Email
social_media@stcwdc.org
@viqui_dill
https://twitter.com/viqui_dill
Linked In
http://www.linkedin.com/pub/viqui-dill
Facebook
https://www.facebook.com/viqui.dill
25
#STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

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On track! Running an effective meeting is more than the agenda - Summit version

1. ON TRACK! Running an effective meeting is more than the agenda #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

2. Hello! I’m Viqui Dill I’m in STC • Washington, DC – Baltimore chapter • Instructional Design and Learning SIG • Nominations Committee 2015-2017 • Community Affairs Committee #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

3. Hello! I’m Viqui Dill I work for American Woodmark Corporation • Cabinets • Kitchens • Baths • Winchester, VA • 9 Manufacturing plants • 14 Builder service centers • 4 Corporate offices • Sales reps #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

4. Standard Meeting Format • Icebreaker • Review agenda • Set expectations • Content • Review expectations • (Review parking lot) • Feedback #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

5. Let’s start with an icebreaker #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

6. Icebreaker Who are these guys? Orville and Wilbur Wright first and second humans to achieve controlled, powered and sustained heavier- than-air flight What was the year? 1903 Who was first? Orville #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

7. Icebreaker Who is this guy? Chuck Yeager first human to travel faster than sound What was the year? 1947 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

8. Icebreaker Who is this guy? Yuri Gagarin first human in space What was the year? April 12, 1961 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

9. Icebreaker Who is this guy? Alan Shepard first American in space What was the year? May 5, 1961 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

10. Icebreaker Who is this guy? Neil Armstrong first human on the moon What was the year? 1969 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

11. What do all these things have in common? Who are these guys? Mercury 7 They had the right stuff Who else has the right stuff? We do! #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

12. Do some housekeeping before business starts #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

13. Collect expectations for today • Why are you here? • What do you hope to learn? • What is your biggest I-hate-meetings pet peeve? #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017 skip ahead to Feedback >>>

14. Finally, we can start the meeting #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

15. Meetings • Every project has them • Generate no deliverables • Take time and space • Schedule • Plan • Attend • Follow up #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

16. About icebreakers • Purpose - BREAK THE ICE! • Get everyone at ease & participating • Introductions • Make it fun - a riddle, a joke, a puzzle, etc. • 1 to 5 minutes in length for most meetings #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

17. About collecting expectations • Clarifies & defines what the participants want to accomplish • Include names or initials • Defines meeting flow & focus • Weeds out derailment #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

18. Reviewing expectations and collecting feedback • Review the expectations item by item by name • Collect feedback from each attendee • How could the meeting have been better? • + and - feedback (but be constructive) • End on a congratulatory note • Forum for complaints • Gives performance feedback to you as the facilitator • Makes the next meeting better #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

19. What is a parking lot? • List of items teammates want to discuss that are • Not on the agenda • New and need study • Going to derail the original purpose of the meeting • Write the list down so everyone can see the list • Communicates respect for the teammate bringing up the item #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

20. Desired Result A successful meeting: • starts and ends on time - or earlier • achieves the expectations set by participants • results in the necessary decisions • concludes with a common understanding of meeting results and assignments • provides for mutual support and respect among participants • increases the trust among participants #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

21. Where did these ideas come from? My company, American Woodmark Corporation • Formal meeting management structure • Training every 3 years • Written up in “Compass” by Bill Brandt https://www.amazon.com/Compass-Creating-Exceptional-Organizations-Leaders/dp/0988320509 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

22. Do some housekeeping before the meeting ends #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

23. Did we meet your expectations? <<< go back to expectations slide #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

24. Feedback about this presentation #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

25. Connect with me Bio http://wdcb.stcwdc.org/about-us/chapter-bios/dill-bio/ Blog https://viquidill.wordpress.com/ Email social_media@stcwdc.org @viqui_dill https://twitter.com/viqui_dill Linked In http://www.linkedin.com/pub/viqui-dill Facebook https://www.facebook.com/viqui.dill 25 #STC17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 5/5/2017

On track! Running an effective meeting is more than the agenda - Summit version

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