The Running Effective Meetings Webinar, the second installment of the Senior Intern Webinar Series, will cover how to design effective meetings, facilitate successfully, and build your meetings toolkit, comprised of strategies, alternative approaches, and resources to help you develop your expertise as a student leader, so often a part of a wide range of meetings. This presentation was created by Samantha Ha, Bonner Foundation. This webinar took place on October 24, 2017

1. RUNNING EFFECTIVE MEETINGS
Bonner Senior Intern Webinar Series

2. WHO’S HERE?
Name
Institution
Why is running effective meetings a priority to you?

3. GOALS
Learn foundational strategies to design effective meetings and
facilitate them successfully
Model the process of tailoring a meeting to fit the specific
targeted outcomes
Apply the knowledge gained to the wide variety of meetings that
are required of Bonner student leaders
Build a meetings toolkit, made up of tactics and resources

4. WEBINAR RULES OF THUMB
Feel free to ask questions at any time! Verbally, in the chat
box, or afterwards via email
Mute your microphone unless you’re speaking (to avoid
disruptions)
This webinar will be recorded and posted on the Bonner
Wiki - please let me know if there are any issues with this

5. AGENDA
Why does this matter?
Effective meeting design
The facilitation process
Build your “meetings toolkit”
How to apply this knowledge
Up Next

6. WHY DOES THIS
MATTER?

7. MEETINGS GALORE
Staff Meetings
Bonner
Leadership Team
Meetings
Class Meetings
All-Bonner
Meetings
Issue-based
Meetings
Site Team
Meetings
One-on-One
Meetings
Project
Meetings

8. WHY IS THIS IMPORTANT?
Training and Enrichment add value to the Bonner and college
experience
Meetings are inevitable
Meetings can be effective tools to complete tasks and gain
knowledge if conducted properly
An ineffective meeting can breed a culture of disinterest, lack of
intentionality, and wasted time

9. EFFECTIVE MEETING
DESIGN

10. AN EFFECTIVE MEETING:
Has a clear purpose (intended outcomes)!
Has an plan and agenda (to meet purpose and manage
the participation of the group)
Clearly conveys the purpose and the process
Helps people feel comfortable, welcome, and engaged
Gets something accomplished!

11. Shared Vision
Build
Collaboration
Plan & carry
out events &
programs
Co-construct
knowledge
Four Types of Meetings

12. AGENDA
Date, Time, Place
People
Goals or Intended Outcomes:
• “A shared understanding of the benefits of
participating in the service coalition”
• “Agreement on the key gaps for homeless
individuals in the city in accessing job training”
• “A decision and action plan in how to
implement an Ideas to Action project for the
2017-18 school year”
• “A strategic plan to strengthening student
leadership and the role student leaders play in
crafting the vision of the Bonner program”
Two kinds
of outcomes
Knowledge
• awareness of…so
that…
• understanding
of..so that…
Products
• list
• plan
• decision
• agreement

13. SERVICE COALITION
Bonner University, October 23, 2017
Facilitated by Ben Bonner, Bonner Scholar
Jasmine Tucker, Chair of Greek Service
Joseph Alashi, SGA Representative
Sarah Su, Chair of Athletic Engagement
Goals or Intended Outcomes
• Introduce each of our organizations and its commitment to civic
engagement
• Discuss hopes for the collaboration
• Build a sense of teamwork and trust
Activities
I. Warm Up: Moments of Commitment
II. Presentations
• Bonner Scholar Program
• Greek Life
• Student Government Association
• Athletics
III. Reflection and Discussion (using article about mentoring
models)
Initial meetings might
be designed to
purposefully build
relationships.
Share program models
and clarify what they
have in common.
Use frameworks to
build understanding.
Build
Collaboration

14. SOCIAL ACTION & COMMUNITY ORGANIZING
Center for Civic Engagement, October 24, 2017
Facilitated by Cris, Jodi, and Petra
October All-Bonner Meeting
Goals or Intended Outcomes
• Learn about social action work and community organizing
• Analyze how different organizations or individuals approach the work and
how they fit into a larger theory of change about achieving social change
• Discuss how to better incorporate this work into our community
engagement and campus infrastructure
Activities
I. Short synopsis of a campus framework for social action and community
organizing (guest presenter - Dr. Scott Myers-Lipton)
II. Individual and Group SWOT Analysis of Our Work
a. strengths
b. weaknesses
c. opportunities
d. threats
III. Group Discussion: Gaps and Opportunities
IV. Setting Concrete Goals and Next Steps
In these meetings,
you might use a
framework, article,
focus questions or
other ways to have
participants learn
from each other
and together.
Co-
construct
knowledge
& goals

15. IDEAS TO ACTION LAUNCH TEAM
Bonner University, November 15, 2016
Anna, Joe, Maribel, Priya, Tomas
Goals or Intended Outcomes
• Share and discuss the Ideas to Action plan developed at Bonner
Congress
• Finalize Ideas to Action project plan for the next six months
• Delegate action items
Activities
I. Overview of Ideas to Action progress from Bonner Congress (Maribel)
II. Feedback forum on the idea and follow through (Tomas)
III. Split into committees - logistics, programming, and social (Anna)
IV. Committee brainstorm and action plan (Joe and Priya)
Next Steps
• Meet next Friday at 3 pm
• Bring your friends and be ready to prep registration!
Engage leaders and
managers of
specific roles and
tasks
Delegate reporting
Integrative walk
through
Plan &
carry out
events &
programs

16. A shared vision
meeting requires
time and facilitation
Lay out a process
to integrate info
and gradually create
a plan.
BONNER VISION: 2018
Office of Civic Engagement, October 20, 2017
Facilitated by Jo Rodriguez, Senior Intern
Bonner Leadership Team Meeting
Goals or Intended Outcomes
• Craft a shared vision for Bonner Leadership in the next two years
• Begin to articulate goals for effective leadership transitions and key strategic
themes to achieve
Activities
I. Map out current Bonner landscape.
2. Review of the recommendations and options (from survey)
3. Facilitated goal setting activity
4. Create draft goals
Upcoming Dates and Next Steps
• Drafted goals will be voted on next week
• In 2 weeks, we’ll finalize and wordsmith in our meeting
Shared
Vision

17. Design your meeting:
1. List the intended outcomes
2. Identify and sequence topics to reach outcomes
3. Select or create a process
4. Calculate time needed for each topic/process
5. Identify lead person for each topic
STEP BY STEP

18. THE FACILITATION
PROCESS

19. AN EFFECTIVE FACILITATOR:
Translates to “makes easier”
Manages the process of dialogue, learning, or decision
making involving a group
Encourages participation
Sets a tone and maintains focus

20. OUTCOMES/GOALS
RELATIONSHIPS
/DYNAMICS
The facilitator has to be
aware of and observant
about the individuals’ and
group’s behavior and
participation, attempting to
reaffirm and trust
participants’ contributions
PROCESS/
HOW
The facilitator is
concerned about how to
get to the aim, paying
attention to the quality of
the process, its flow, and
its efficiency.
The facilitator is attempting to get
to a particular outcome or end.
This is usually a goal or aim.

21. RELATIONSHIPS
Do team members/
colleagues feel supported?
Do team members/
colleagues feel valued?
Do I trust others and feel
valued?
PROCESS
Was the process
inclusive?
Was the process clear/
transparent?
Is/was the process
appropriate to the task
and context?
Were the results high-quality?
Did it get done on time?
Was your organization/those
involved satisfied?
RESULTS

22. SET THE STAGE
Present basic information:
Who you are
Context
Desired outcomes or
goals
How goals fit into larger
process
Overview of the agenda/
outline
Establish Ground Rules
Rules we all agree to abide
by
Clarify if necessary:
Does anyone have
questions?
Does this make sense to
everyone?
Check for agreement:
Look for cues
Make eye contact

23. OPEN
Open consideration of a topic through open-ended activities
(brainstorm, questions, etc.)
NARROW
Use a process to narrow the
information and considerations.
CLOSE
Reach closure
or transition
(e.g. next steps
for process).

24. OPEN
Brainstorm
List
Survey
Review ideas
Once Around (Hear from each participant)
NOSTUESO (No one speaks twice until everyone speaks
once)
Open-ended Questions

25. NARROW
Material, time/urgency, resource (budget) constraints
Polling or Prioritizing Technique
Eliminate duplicates
Voting
Consensus process (if agreed on as decision-making
approach)

26. CLOSE
Negative poll
Decision - Prioritizing Technique orVoting
Combine and build agreements until goal is reached
Define next steps for decision (e.g.“Okay we have three
possibilities to research – let’s come back next week with
the information and we’ll decide based on that”)

27. BUILD YOUR
MEETINGS TOOLKIT

28. BAG OF TRICKS
Plus/Delta - Strengths/Areas of Improvement
Fist of Five - Polling and Evaluation
Once Around - Gathering Input
Running Index Cards - Inclusive Incorporation
Most Interesting Thing - Structure for Engagement

29. BACK ON TRACK
Boomerang - Turn the Question to the Group
Grounding in the Ground Rules
Where Are We - Check In/Refocus
Affirm then Defer
What’s Going On? - Directly Address the Situation

30. LIBERATING STRUCTURES
Simple rules that make it easy to include and unleash everyone in
shaping the future
35 alternative approaches to facilitate and lead groups, beyond the
conventional approaches of presentations, managed discussions,
open discussions, status reports, and brainstorm sessions
www.liberatingstructures.com/

32. OPEN SPACE TECHNOLOGY
A simple method of convening individuals around a central topic
that gives participants the freedom to create their own agenda of
parallel working sessions
Effective in situations where a diverse group of people must deal
with complex, and potentially conflicting material, in innovative
and productive ways
Participants range from 5 - 2000+ people
http://openspaceworld.org/wp2/

33. OST FOUR PRINCIPLES
Whoever
comes is the
right people.
Whenever it
starts is the
right time. Whatever
happens is the
only thing that
could have. When it’s over,
it’s over.

34. OST LAW OF TWO FEET
If at any time you find yourself in a situation where you
are neither learning nor contributing, you are responsible
for moving to another place, using your two feet to find a
place where your participation is more meaningful.

35. BONNER WIKI
Training Calendars
Trainer Guides
Facilitation 101: Roles of Effective Facilitators
Facilitation 201:An Intensive Introduction
Facilitation 202:Advanced Techniques and Strategies
Senior Intern Page
Student Leadership Hub
www.bonner.pbworks.com

36. HOW TO APPLY THIS
KNOWLEDGE

37. HOW CAN YOU INCORPORATE?
Staff Meetings
Bonner
Leadership Team
Meetings
Class Meetings
All-Bonner
Meetings
Issue-based
Meetings
Site Team
Meetings
One-on-One
Meetings
Project
Meetings

38. UP NEXT

39. UP NEXT
September
2017
October
2017
January
2018
February
2018
Starting
Strong:
Senior Intern
Role and
Resources
Running an
Effective
Meeting
Who’s Next:
Bonner
Recruitment
& Selection
What’s Next:
Post Bonner
Careers

40. QUESTIONS?
Sam Ha,
Program Associate
sam@bonner.org
609-924-6663