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Effective meetings
p e n t a l

o g . f r
AGENDA
Indicatori eficacitate meeting-uri
Reguli de functionare in reuniune
Best practices

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

2
Indicatori de eficacitate
« Cum sa evitam sedintele?! »
«Ajung si eu intr-un minut.. »
« De ce sa ajung la timp ? Nimeni nu ajunge la timp. O sa par ca nam nimic altceva de facut »
« Am deja un alt meeting acum. Sorry. »
« Am ceva urgente/probleme pe proiect. Trebuie sa plec, sunt
contactat pe skype:) »
« Hey, ce s-a discutat/stabilit ultima data legat de subiectul asta ? »
« Ia laptopul/telefonul cu tine, vorbim, etc »
« Trebuie sa plec la alt meeting, va trimit pe mail inputul meu »

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

3
Reguli de functionare in reuniune
R1 : Pre-publicat agenda
R2 : Demarat la timp
R3 : Respectat agenda
R4 : Fixat niste reguli de baza
R5: Utilizat concept 'parking'

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

4
Reguli de functionare in reuniune
R6 : Fixat responsabilitati
R7 : Terminat la timp
R8 : Publicat Minutes
R9 : Ameliorare continua
R10: Utilizat facilitator

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

5
Pre-publicat agenda
Titlu ; ora (de start si final) ; leader ; locatie ; participanti
Pentru fiecare subiect : start time, actiune, responsabil
Timpul de start pentru urmatorul subiect este timpul de terminare
pentru subiectul anterior

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

6
Inceput la timp
Inceput exact la timp : niciodata cu intarziere, e si un mod de a
termina la timp
Niciodata nu trebuie asteptati cei care intarzie : oamenii prezenti
sunt mai importanti decat cei absenti
Cel mai bun mod de a respecta pe cei care sunt punctuali, aceasta
inseamna ca trebuie de ajuns la timp
Ignorati cei care ajung in retard

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

7
Fixat reguli de baza
Construit niste reguli care sa fie agreate de toata echipa
Discutie libera : ce va jeneaza cel mai mult? Ce ati dori sa
schimbam la meeting-uri ?
Notate si facute cunoscute aceste reguli via mail, printate..
Aplicate cele 10 reguli deja enuntate
Deasemenea :
-O singura persoana vorbeste la un moment dat!
-Fara telefon, fara laptop!

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

8
Respectat agenda
Spus stop atunci cand trebuie trecut la subiectul urmator
Daca se derapeaza nu vom putea trata tot subiectul, ne mai trebuie
o reuniune !!
-> meeting killers
Leader-ul este garant al timpului dedicat reuniunii
Reminder progresiv : iti raman 3 min, trebuie sa concluzionezi, apoi
2 min, iti ramane 1 minut, daca nu termina-> sorry -> punem
subiectul in « parking »

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

9
Utilizare « parking »
Loc pentru a posta probleme care nu sunt incluse in agenda
Poate fi mentinut de catre cel care ia note sau facilitator
Oricine poate propune subiecte
Scopul este de a evita subiectele lungi care se eternizeaza si nu
sunt prevazute in agenda
Decis daca anumite subiecte se ignora, sunt luate in calcul, etc
Ultimele 5 minute din fiecare agenda alocate pt. «parking »
Daca nu e nimic in parking, terminam mai rapid

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

10
Fixare responsabilitati
Inainte de a trece la urmatorul item din agenda, stabilita: cine ce
face pe cand?
1 reuniune trebuie sa se termine printr-un plan de actiuni partagat
Indicator de eficacitate: deciziile luate in timpul sedintei

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

11
Terminat la timp
Niciodata nu trebuie depasit timpul alocat sedintei
Daca se termina mai repede totul din agenda, terminat sedinta
« Parking » ultimul item din agenda, insa daca nu mai e timp,
terminat sedinta
Este un indicator hyper-important de eficacitate
Se poate termina mai tarziu (dar sa nu se intample prea des) daca:
-participantii sunt de acord si sunt intrebati cu 10 minute inainte
Best practice: durata maxima a unei reuniuni este de 45 de minute
AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

12
Meeting minutes
Publicat ASAP
Listare decizii, evidentiat actiunile si responsabilii
Plan de actiune pentru implementarea deciziilor
Scris direct in continut de mail, destinatarii sunt toti participantii,
integrat in agenda urmatoarei reuniuni
Best practice : luat note direct pe agenda, copiat imediat notele in
mail-> Minutes done!

AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

13
Ameliorare continua
Fiecare trimestru, review cu echipa, fiecare contribuie
Adaugat item de 10 minute in agenda: cum functioneaza meetingurile pentru noi?
Input despre:
-regulile de baza
-timp
-agenda
-minutes
AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

14
Utilizat un facilitator
Semnaleaza cu privire la respect de reguli, nu se concentreaza doar
pe continut
Poate fi altcineva decat leader-ul meeting-ului
Starteaza si termina sedinta
Starteaza si termina fiecare item din agenda
Leader-ul e responsabil de respectarea agendei, etc
Fixeaza responsabilitatile
Gestioneaza «parking »
AUG 20 2
J U I NU S T 12 0 1 3

p ep e n t o go g r f r
ntalal .f .

15
Thank you !
p e n t a l

o g . f r

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Effective meetings - 20130829 (ro)

  • 1. Effective meetings p e n t a l o g . f r
  • 2. AGENDA Indicatori eficacitate meeting-uri Reguli de functionare in reuniune Best practices AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 2
  • 3. Indicatori de eficacitate « Cum sa evitam sedintele?! » «Ajung si eu intr-un minut.. » « De ce sa ajung la timp ? Nimeni nu ajunge la timp. O sa par ca nam nimic altceva de facut » « Am deja un alt meeting acum. Sorry. » « Am ceva urgente/probleme pe proiect. Trebuie sa plec, sunt contactat pe skype:) » « Hey, ce s-a discutat/stabilit ultima data legat de subiectul asta ? » « Ia laptopul/telefonul cu tine, vorbim, etc » « Trebuie sa plec la alt meeting, va trimit pe mail inputul meu » AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 3
  • 4. Reguli de functionare in reuniune R1 : Pre-publicat agenda R2 : Demarat la timp R3 : Respectat agenda R4 : Fixat niste reguli de baza R5: Utilizat concept 'parking' AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 4
  • 6. Pre-publicat agenda Titlu ; ora (de start si final) ; leader ; locatie ; participanti Pentru fiecare subiect : start time, actiune, responsabil Timpul de start pentru urmatorul subiect este timpul de terminare pentru subiectul anterior AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 6
  • 7. Inceput la timp Inceput exact la timp : niciodata cu intarziere, e si un mod de a termina la timp Niciodata nu trebuie asteptati cei care intarzie : oamenii prezenti sunt mai importanti decat cei absenti Cel mai bun mod de a respecta pe cei care sunt punctuali, aceasta inseamna ca trebuie de ajuns la timp Ignorati cei care ajung in retard AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 7
  • 8. Fixat reguli de baza Construit niste reguli care sa fie agreate de toata echipa Discutie libera : ce va jeneaza cel mai mult? Ce ati dori sa schimbam la meeting-uri ? Notate si facute cunoscute aceste reguli via mail, printate.. Aplicate cele 10 reguli deja enuntate Deasemenea : -O singura persoana vorbeste la un moment dat! -Fara telefon, fara laptop! AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 8
  • 9. Respectat agenda Spus stop atunci cand trebuie trecut la subiectul urmator Daca se derapeaza nu vom putea trata tot subiectul, ne mai trebuie o reuniune !! -> meeting killers Leader-ul este garant al timpului dedicat reuniunii Reminder progresiv : iti raman 3 min, trebuie sa concluzionezi, apoi 2 min, iti ramane 1 minut, daca nu termina-> sorry -> punem subiectul in « parking » AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 9
  • 10. Utilizare « parking » Loc pentru a posta probleme care nu sunt incluse in agenda Poate fi mentinut de catre cel care ia note sau facilitator Oricine poate propune subiecte Scopul este de a evita subiectele lungi care se eternizeaza si nu sunt prevazute in agenda Decis daca anumite subiecte se ignora, sunt luate in calcul, etc Ultimele 5 minute din fiecare agenda alocate pt. «parking » Daca nu e nimic in parking, terminam mai rapid AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 10
  • 11. Fixare responsabilitati Inainte de a trece la urmatorul item din agenda, stabilita: cine ce face pe cand? 1 reuniune trebuie sa se termine printr-un plan de actiuni partagat Indicator de eficacitate: deciziile luate in timpul sedintei AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 11
  • 12. Terminat la timp Niciodata nu trebuie depasit timpul alocat sedintei Daca se termina mai repede totul din agenda, terminat sedinta « Parking » ultimul item din agenda, insa daca nu mai e timp, terminat sedinta Este un indicator hyper-important de eficacitate Se poate termina mai tarziu (dar sa nu se intample prea des) daca: -participantii sunt de acord si sunt intrebati cu 10 minute inainte Best practice: durata maxima a unei reuniuni este de 45 de minute AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 12
  • 13. Meeting minutes Publicat ASAP Listare decizii, evidentiat actiunile si responsabilii Plan de actiune pentru implementarea deciziilor Scris direct in continut de mail, destinatarii sunt toti participantii, integrat in agenda urmatoarei reuniuni Best practice : luat note direct pe agenda, copiat imediat notele in mail-> Minutes done! AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 13
  • 14. Ameliorare continua Fiecare trimestru, review cu echipa, fiecare contribuie Adaugat item de 10 minute in agenda: cum functioneaza meetingurile pentru noi? Input despre: -regulile de baza -timp -agenda -minutes AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 14
  • 15. Utilizat un facilitator Semnaleaza cu privire la respect de reguli, nu se concentreaza doar pe continut Poate fi altcineva decat leader-ul meeting-ului Starteaza si termina sedinta Starteaza si termina fiecare item din agenda Leader-ul e responsabil de respectarea agendei, etc Fixeaza responsabilitatile Gestioneaza «parking » AUG 20 2 J U I NU S T 12 0 1 3 p ep e n t o go g r f r ntalal .f . 15
  • 16. Thank you ! p e n t a l o g . f r