Helpful Hints for Effective Meetings

New Hanover County SchoolsBetsy Stanwood

Revised Fall 2006

Additional input from Debbie Stout

Desired Outcomes

Introduction to meeting facilitation techniques

Introduction to basic mediation strategies

Effective meetings

What do effective meetings include?They should include:

Meeting facilitatorMeeting agenda Appropriate physical environment Meeting checklist: Review for preparationGround rulesCommunication among team members that is respectful of others positions on the topic

Meeting Facilitator

What is a meeting facilitator?A meeting facilitator is the person in charge of the meeting. They move

the meeting along making sure that the focus of the meeting is kept and the participants all have opportunities for input & questions while keeping communication open, honest, and professional.

Meeting Facilitator Roles & Responsibilities

Prior to meeting:Identifies the purpose of the meeting

Develops the agenda

Identifies roles for participants

Obtains an appropriate location for the meeting

Makes sure all necessary participants are invited to the meeting

Schedules a pre-meeting with certain participants, if appropriate

Meeting Facilitator Roles & Responsibilities

At the meeting:Distributes the agenda

Makes sure introductions are made & roles are clear

Establishes ground rules

Keeps to the agenda

Assists the group with the process of the meeting

Meeting Facilitator Roles & Responsibilities

At the end of the meeting:Summarize actions

Identifies any next steps

Sets next meeting date, if necessary

Thanks the group for their time & participation

Techniques Used by Effective Facilitators1. Avoid detailed decision making with a large group

Focus energies on actions that effect the outcomes (stickers vs. stamps)

2. Move the group to actionsPrioritize, clarify, decide, develop, identify, determine, & complete

3. Seek & confirm commitmentsEach participant gets a job

Change “observers” to “doers”

Post actions with names assigned or send follow-up summary

4. Bring closure to items or discussionsReach consensus

If agreement to an action is reached, keep it moving

Coming Together Conference- February 19, 2001Dr. Norma Taylor, Assistant Director, Special Education & Related Services

Techniques Used by Effective Facilitators5. Keep everyone involved.

We have heard from the math & science departments, what do the counselors think?Let’s hear some comments from this side of the table.Mom & Dad, what are your thoughts on this idea?Mr. Assistant Principal, we have not heard your thoughts on this yet.

6. Use an issue bin for noting ideas, suggestions, or concerns not on the agenda (to be addressed at a later time or meeting)

Great for redirecting people who stay off the topicWrite it down & move back on trackAvoid asking people to “hold that thought for later & bring it up when we are finished with this”.

7. Be flexibleChange the agenda if items need to be re-prioritizedAsk for a 5 minute breakThe train can change tracks after it leaves the depot

8. Summarize results & follow-up before the ending timeWhat did we do?How did we do?What needs to happen next?*When will we reconvene (if necessary)?

Coming Together Conference- February 19, 2001Dr. Norma Taylor, Assistant Director, Special Education & Related Services

*Not a part of the original list

Meeting agenda

When do you need to design an agenda?Consider designing an agenda when:

There are controversial issues to resolve

There is an anticipated dispute

There are a large number of people involved

There are trust issues among team participants

There is a complex issue to discuss or resolve

There is a time crunch

Design an agenda

How do you design an agenda?Consider designing an agenda that includes:

Date of meetingStart time & ending timeAssigned roles for participants (time keeper, note taker, etc)LocationPurpose of meetingDesired outcome for the meetingList participantsAgenda items (Be sure to include introductions & ground rules)Participant who is addressing each agenda item listedTimeframe dedicated to each agenda itemNext steps or actions for meeting follow-upParticipant responsible for each next step/action Determination of next meeting (if necessary) as last step

Appropriate physical environmentHow do you set up the physical environment?Consider the following when setting up the physical environment prior to a meeting:

Privacy with limited distractions during the meetingAdequate meeting space including:

Size of room (not too big but not over crowded)VentilationLightingTemperatureSeating

Equipment & supplies including:Necessary formsPensPaper for notesCopies of information to be shared

Seating arrangementStaff mingled among other participants (not parents & their advocate on one side of table & staff on the other side)

Meeting checklist: Review for preparation

What kinds of things should be on a meeting checklist that you review for preparation for a meeting?

These are the types of things that should be on the meeting checklistProvide adequate notice of the date, time, place, & purpose of the meeting

The purpose of the meeting is clear

Meeting has clear beginning & ending times (The ending time is changed only with consent of the entire team.)

Roles are clarified at the beginning of the meeting

Team members are prepared for the meeting (Bring data, educational records, progress reports, other assessments, probes, work samples, etc.)

The room & seating arrangements support the meeting’s purpose

Decision making procedures are clear for all team members

Working agreements are clear & affirmed by all team members

All participants are involved & contribute fully

The real issues are raised & dealt with honestly (Different points of view are encouraged & valued)

A clear written record is kept which summarizes all decisions made

The meeting ends with a process evaluation

The group assigns accountability & establishes action items; everyone leaves with a clear understanding of who will do what by when to follow through on meeting agreements

Communication avenues (who to ask which questions) are clarified

Ground Rules

For long meetings or multiple meetings situation:

Ground rules are usually determined by the group through a brainstorming/listing process. These are recorded & posted.

For short meetings: The facilitator might present rules & ask the group for additions or deletions.

Ground RulesWhat other things should be considered in establishing ground rules?Consider these notes:At the outset, let people know what you hope to accomplish in the allotted time. Even though the agenda is printed and distributed, it will help to restate the objective in your own words.At the outset, let people know at what time in the meeting you plan to revisit progress toward the meeting purpose and have the team decide to continue with meeting past agreed ending time or identify a second meeting date.Meetings have different formats, each of which suggests a set of ground rules. For example,

there are no bad ideas in brainstorming sessions, and speakers may or may not be permitted to interrupt one another. Participants should understand whether they are expected to contribute to the conversation, or just listen. If you set clear ground rules at the beginning, it will be easier to keep the meeting on track.

To avoid interruptions, put telephones on "do not disturb" and turn off mobile phones or set to vibrate.

Ground Rules

Sample Ground Rules

Start on time/end on timeStay on taskHonor facilitators requestsListen to each other (one person talks at a time)Open, honest communicationThere are “NO” dumb questionsAccept others’ comments without judgmentDiscussion is confidential

►Additional sample ground rules are listed in “Sample ground rules links” at end of this PowerPoint.

Ground Rules

Start on Time

Stay on Task

Listen

Accept Others

Comments

Communication Among Team Members that is Respectful of Others Positions on the Topic

Be a “Vibeswatcher”:1. Pay attention to nonverbal communication, such as:

Body language

Facial expressions

Side conversations

People interrupting each other

2. Pay attention to verbal communications, such as:Making judgmental statements

Making global “all or none” kinds of statements (“we never do that”)

Making personal attacks or accusations ( meeting facilitator should use reframing to get at the underlying legitimate issues or concerns)

Making unclear statements (meeting facilitator should question team member further for clarification)

Let’s see. Yes, they are smiling

and shaking hands.

Techniques that Dissolve Communication

Ordering“You must…

“You have to…“You will…

Focusing on Self“Listen to my problem…

“Nothing is as bad as I have it…

Lecturing“Here is why you are wrong…

“Do you realize…

Preaching“It’s your duty to…

“You should…“You ought to…

Denying“I don’t see anything wrong…

“There is no problem…

Laying Blame“She is the reason for the trouble…

“It’s your fault…

Threatening“If you don’t, then…

“You had better or else…

Judging“You are just crazy…“You have no ethics…

What Do You Think?Look at this picture. List or discuss the things you observe the mediator (“meeting facilitator”) doing that are poor meeting facilitation behaviors.

Just a few observations!

•Talking on phone while meeting in progress

•Eating

•Leaning back in chair

•Feet on table (too casual)

•Allowing arguments

•Allowing crying

A Meeting Gone “Wrong”

What kinds of things can happen to make a meeting go wrong?

Consider these thingsSomeone says to a parent:“We can’t do …“We don’t do …“We never do …“We only do …“We don’t believe in …“No student gets more than …“It would cost too much to …“It would take too much …“I have 25 (30) other students in my class so …“You should put your child on medication or …“I believe it is willful behavior …Staff unprepared for meetingStaff in disagreement with each other during meeting (should the team have had a pre-meeting?)

Unreasonable Requests

What if a member or parent seems unreasonable?

Consider responding with one of the following questions:Where did you hear about that? Could you provide me with a copy or give me the source so that we can gather more information?Are you using that at home?Do you have data on that? Can you get us information?Which IEP goals (objectives) do you see that addressing?How do you envision it being implemented?Have you seen progress in this area?Have we described what we’re doing in the program we’re using?What part (s) of the IEP/IAP/Interventions do you agree are appropriate?Are you familiar with our process for determining …?

Out of the Box Thinking

Think of one meeting you have participated in as a team member and the team came up with an innovative idea to resolve the issue.

We encourage

our teams to think outside

of the box

Other Effective Meeting Strategies

Using consensusWhat is consensus?

A general agreement reached through open communication, understanding opposing views, consideration of alternatives in an open & fair environment & shared commitment to the decision reached. The focus is on unanimous commitment instead of unanimous agreement.

Other Effective Meeting Strategies

Using conflict resolution strategiesWhat is conflict and what are sources of conflict?

Conflict is a controversy, disagreement, or opposition. It is the natural tension that arises from different perspectives.

Sources of Conflict

What are some sources (causes) of conflict? Expectations

•Broken Promises•Incompetence•Lack of Quality

Resources•Time

•Money•Personnel

•Space

Values•Priorities

•Perceptions•Styles

Personal•Standing on Principles

•Inner Conflict•Unmet Needs

The JCA Mediation Model 1995

Justice Center of Atlanta

Dynamics of Conflict

What happens if conflict goes unresolved?

Feelings intensify

Positions harden

Dehumanizing occurs

Desire to punish emerges

Communication Deteriorates

The JCA Mediation Model 1995Justice Center of Atlanta

Other Effective Meeting Strategies

Formal & Informal Mediation

Informal Mediation

An informal, voluntary process intended to resolve conflicts, without resorting to arbitration or litigation, by using an impartial third party to facilitate an agreement .

•Third party (liaison, administrator, etc) attend meeting to assist in facilitating resolution of issues•Third party (liaison, administrator, etc) assisting in facilitating communication between parties•Facilitated IEP

Formal Mediation

Mediation is an act of bringing two states, sides or parties in a dispute closer together toward agreement through alternative dispute resolution (ADR), a dialogue in which a (generally) neutral third party, the mediator,

using appropriate techniques, assists two or more parties to help them negotiate an agreement, with concrete effects, on a matter of common interest. “

•Court mandated mediation

•Mediation Center

Language of Resolution Techniques

What are some mediation techniques that help resolve conflict?

Statement Purpose How To Do Example

EncouragingTo convey interest; to keep the other party talking

Don’t agree or disagree; use neutral words

“Can you tell me more?”

ClarifyingTo get more information; to help the speaker see other points of view

Ask questions “When did this happen?”

Flip SidesTo show you are listening; check your interpretations

Find positive from negative statement

“You wish he were more helpful?”

Reflect FeelingsTo show understanding of how one feels; to help party evaluate his/her feelings

Reflect a person’s basic feelings

“You seem very angry.”

The JCA Mediation Model 1995Justice Center of Atlanta

Language of Resolution Techniques

What are some mediation techniques that help resolve conflict?

Statement Purpose How To Do Example

SummarizingTo review progress; to pull together ideas to establish basis for further discussion

Restate major ideas expressed

“These seem to be the key ideas so far.”

ValidatingTo acknowledge worthiness of the person

Acknowledge value of issues; show appreciation for efforts and actions

“I appreciate your willingness to resolve this matter.”

Reality TestingTo create doubt in one’s mind about a hardened position

Cite possible consequences; confront discrepancies and unrealistic viewpoints

“Have you thought about what court costs might be involved?”

The JCA Mediation Model 1995Justice Center of Atlanta

“The most important thing in communication is to hear what isn't being said.”

Peter Drucker (1909 - 2005)

Resources

Resources & Linkshttp://www.gsanetwork.org/resources/pdf/Meetings.pdfhttp://www.reclaiming.org/resources/consensus/blakey.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_agenda.htmlhttp://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.htmlThe JCA Mediation Model 1995, Justice Center of Atlanta, Inc.

More Resources

Sample agenda links:http://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.dochttp://www.dhi.org/images/PDFforms/SampleAgendageneric.pdfhttp://web.mit.edu/hr/oed/learn/meetings/agenda.doc

Sample ground rules links:http://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htmhttp://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdfhttp://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdf