EFFECTIVE MEETINGS

LEADERS CAN EITHER INSPIRE PEOPLE IN MEETINGS OR DRAIN THEIR ENERGY

Presented by Jocelyne April

Who Am I?

Objectives:

Effective vs Dysfunctional Meetings Purpose of Meetings Meeting Types Planning a Meeting Orchestrating a Meeting Decision Making Meeting Challenges Close Follow-up

Effective vs Dysfunctional MeetingsEffective Meetings Dynamic Passionate Focused Engaged Productive Energizing Extract the

collective wisdom of the team

Dysfunctional Meetings Waste Time Waste Energy Painful Unproductive Tedious Lead to bad

decisions Results in mediocrity

Purpose of Meetings

Daily Check In Meeting Weekly Tactical Meeting Monthly Strategic Meetings Quarterly Off-Site Meetings

Meeting Types

Information exchange Critical Thinking (analysis, goal setting,

problem solving, decision-making) Self awareness or conscious raising Learning (topics and skills) Creative thinking and generating new ideas

(brain storming) Accomplishing tasks (committees) Strategic planning Dispute resolution Celebrations

Pre- Planning

WHY? Do we need a meeting?

WHAT? What is the purpose?

WHO? Who needs to attend?

WHERE? WHEN?

“If you don’t know where you are going, any road will get you there”

Lewis Carroll

Planning a Meeting

Determine Location Develop Agenda Determine Invitee List Build a Knowledge Base prior to the

meeting

“By failing to prepare, you are preparing to fail.”― Benjamin Franklin

Orchestrating a Meeting

Orchestrating the Meeting Opening the meeting Establishing Ground Rules Time Management

“If we are all in agreement on the decision - then I propose we postpone further discussion of this matter until our next meeting to give ourselves time to develop disagreement and perhaps gain some understanding of what the decision is all about.”

Alfred P. Sloan

Challenges

Tips & Tricks Interjecting in a Meeting Saving a Doomed Meeting Team Dynamics Group Decision Making Process

Tips & Tricks

As the Leader If a participant strays from the agenda … If someone interrupts … If people are chatting … If someone disagrees … If the decision seems to be going down the

wrong way …

Tips & Tricks

As the participant You find the speaker starts to ramble … You find the point too vague … You do not understand … You have an idea … You disagree … You are confused …

Saving a Doomed Meeting

Kill agreement before it rears its ugly head

Use an authoritative voice to change the flow of the conversation

Team Dynamics

The Poor Leader The Ego-Centered

Prince/Princess (has a hidden agenda)

The Silent One The Cynic The Questionner The Know-It-All The Clown

Decision Making

Evaluate Alternatives Identify Relative Values Analyze all alternatives Reach Decision/Make

Recommendations By Vote By Consensus

Take time to deliberate, but when the time for action has arrived, stop thinking and go in.

Napoleon Bonaparte

Closing

Wrap-up/Summarize Identify Tasks/Action Items Evaluating Next Meeting Thank you

Follow-up

Minutes What? Why?

Action

How to get good results from a meeting

Have a clear understood and agreed upon purpose

Be clear about who should attend and why Have agenda available to everyone beforehand Stick to the time frame Consider various ways of sharing information Have a decision-making process Stay on topic Define decisions reached Establish need for follow-up

10 Reasons Why Meetings Fail

1. No agenda2. No advance communication 3. Not encouraging participation4. No time management 5. Allowing conflict to get out of control6. Not reaching Consensus 7. Allowing sub meetings 8. Not controlling difficult behavior 9. Not summarizing actions10. Not motivational

Questions?

"Teamwork is the ability to work together toward a common vision. The ability to direct individual accomplishments toward organizational objectives. It is the fuel that allows common people to attain uncommon results.“

Andrew Carnegie