Facilitating Meetings: Residence Life Staff


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Presentation given to UBC Residence Coordinators and Senior Advisors on how to effectively lead team through various meetings.

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  • Think of yourself as a Director of a movie – each meeting can be just as exciting as one.
  • You have 10 minutes (or less) to capture their attention. You need to grasp hold of it and keep it. Frame the discussion in a way that motivates your staff to stay involved.
  • Every movie has a storyline. Characters grow, the plot thickens, but there is some form of a story line. Storyline = problem, case scenario, topic of discussion, decision that needed to be madeStoryline creates the need to participate
  • Don’t you hate loose ends in movies- don’t do them in meetingsClose up the meeting.Ensure clarity to have everyone working together towards a common goal
  • Facilitator - Small Team meetings (reflection at training), committeeAdvisor/Coach - Rez Council, 1:1sParticipant - RC Meetings, Full Staff
  • Small Team, RC, Full Staff - Team: focus on unifying your teamCommittee - Getting things done: focus on learning and outcomes1:1s - Personal Development: focus on the individualRez Council - Providing Insight: focus on alignment
  • How does your role affect how you contribute to the overall purpose? Vice versa?How do you build team as a participant?
  • You need to get in the zone before you step out on stage.What do I mean when I talk about needs?
  • Types of agendas?Types of check-in questions?
  • Types of agendas?Types of check-in questions?
  • Interrupting activity
  • Ask for scenarios
  • Frame the conversation with a positive spin, never with a “because this is the way we do things.”They will ask why, so you better have an answer for them.During the conflict, make sure you listen more than you speak. Nothing resolves conflict faster than a calm mind.Activity: ins and outs on a special occasion
  • Ask for scenarios
  • Facilitating Meetings: Residence Life Staff

    1. 1. Facilitating Meetings<br />Matt Corker, BCOM<br />Residence Advisor 05-07<br />Sept 19, 2009<br />
    2. 2. I Meetings <br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    3. 3. You Meetings! <br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    4. 4. Holding the microphone<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    5. 5. Learning Outcomes<br />Framework of meetings<br />Role in different meeting settings<br />Preparing for meetings <br />Encouraging participation<br />Handling difficult conversations <br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    6. 6. Meeting Framework<br />
    7. 7. Movies vs. Meetings<br />The Hook<br />The Conflict<br />The Close<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    8. 8. Movies vs. Meetings<br />The Hook – Framing the meeting<br />The Conflict<br />The Close<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    9. 9. Movies vs. Meetings<br />The Hook<br />The Conflict – create energy<br />The Close<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    10. 10. Movies vs. Meetings<br />The Hook<br />The Conflict<br />The Close – inspire movement<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    11. 11. Your Role<br />
    12. 12. Movies vs. Roles<br />You are always the lead(er) role<br />The Facilitator<br />Creating connections/outcomes<br />The Advisor/Coach<br />Enhancing the discussion/experience<br />The Participant<br />Sideline leadership<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    13. 13. “What’s my motivation?”<br />Every meeting needs a purpose<br />Team development/unity<br />Productivity<br />Personal development<br />Providing insight<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    14. 14. Role & Focus<br />Focus on team development <br />As a facilitator (Small Team)<br />As a participant (RC, Full Staff)<br />Advisor/Coach<br />Focusing on personal dev. (1:1s)<br />Focusing on providing insight (Council)<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    15. 15. Preparation<br />
    16. 16. Mental Prep<br />What is the primary focus of the meeting?<br />What do they need to know to be successful after this meeting?<br />Are there any needs that should be addressed?<br />What did I take away from the last meeting that will help me in this one?<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    17. 17. Physical Prep<br />Notes from 1:1s & RC meeting<br />Agenda circulated in advance<br />Keep a consistent (movie) format<br />E.g. Small Team:<br /><ul><li>Team check-in
    18. 18. Committee updates
    19. 19. Discussion/Team Exercise
    20. 20. Closing Remarks</li></ul>Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    21. 21. Participation<br />
    22. 22. Not Enough<br />What is the focus of the meeting?<br />Calling by name<br />Open ended questions:<br />What would happen if we did…<br />In your experience…<br />Tell me about…<br />What do you think about…<br />What ideas do you have...<br />Piggy-backing off others ideas<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    23. 23. Too Much<br />What is the focus of the meeting?<br />Over compensating for an under performing team?<br />Parking lot<br />Stopping conversation <br />(& follow-up)<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    24. 24. Difficult Conversations<br />
    25. 25. 2 key lessons<br />When things start to go bad, don’t go with them<br />Don’t start a fire you can’t put out<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    26. 26. Make it a movie<br />The Hook<br />“This will be a difficult conversation because…”<br />Conflict / Discussion<br />Conditions, information, reactions<br />Closing<br />Solidify next steps or key takeaways<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    27. 27. Key Learnings<br />
    28. 28. Final Countdown<br />2 things you learned<br />1 thing you will do tonight<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    29. 29. Gratitude<br />Kate, Kait, Cate<br />Adam Martin<br />Patrick Lencioni – Death by Meeting<br />Karen Friedman – Business Facilitation<br />SH&HS staff<br />Incoming Rez Advisors and Residents<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />
    30. 30. Contact Info<br />Matt Corker<br />Alumni Relations Manager, Students & Young Alumni<br />(604) 827-3293<br />matt.corker@ubc.ca<br /> http://thatsacorker.com<br />Introduce<br />Framework<br />Your Role<br />Preparation<br />Participation<br />Difficult Sit.<br />Conclude<br />