Post on 16-Mar-2018
transcript
© 2011-16 by L Ballay | @uxstrategist
Why meetings?
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Meetings are meant to:Disseminate and update informationAddress problemsSolicit inputGenerate ideasMake decisionsSolve problemsInspire
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | About Laura’s POV
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Hiring Manager at:• Utility company
• Gaming company
• Large multinational
corporation
• Software company
Sales:• Consultant
• My own company
Mentoring/Teaching
Interacting with Users
Team Lead
Senior Management (VPs,
CEOs)
Middle Management (PMs,
Directors, other Managers)
Software Developers
QA
Artists & Writers
Clients
Subject Matter Experts
Sales Teams
Students
Consumers
Administrators
Vendors
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | Vested interest
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Hiring Manager at:• Utility company
• Gaming company
• Large multinational
corporation
• Software company
Senior Management (VPs,
CEOs)
Middle Management (PMs,
Directors, other Managers)
Software Developers
QA
Artists & Writers
Clients
Subject Matter Experts
Sales Teams
Students
Consumers
Administrators
Vendors
Sales:• Consultant
• My own company
Mentoring/Teaching
Interacting with Users
Team Lead
As a manager:
I have to be confident that
if you go to a meeting solo
the project won’t fall to
pieces and that no one will
come to me afterwards to
complain about you or my
team.
As a sales person:
My paycheck depends
on this!
As a team member:
Other people are relying
on me.
Others?
They may
think they
have better
things to do
than meet.
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | Vested interest
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Hiring Manager at:• Utility company
• Gaming company
• Large multinational
corporation
• Software company
Senior Management (VPs,
CEOs)
Middle Management (PMs,
Directors, other Managers)
Software Developers
QA
Artists & Writers
Clients
Subject Matter Experts
Sales Teams
Students
Consumers
Administrators
Vendors
Sales:• Consultant
• My own company
Mentoring/Teaching
Interacting with Users
Team Lead
= Your stake
to make it a
good
meeting
might be
pretty high.
= But their
incentive to
make it a
good
meeting
might be
pretty low.
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | Life in UX
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From Nielsen Norman Group
UX careers survey and report
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | Life in UX
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From Nielsen Norman Group
UX careers survey and report
© 2011-16 by L Ballay | @uxstrategist
Why meetings? | Selfishly
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So…why should I care?Because possibly nobody else will…and it will impact the quality of your work.
© 2011-16 by L Ballay | @uxstrategist
Why meetings | Unselfishly
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And…meetings should have no bystanders.A good meeting is everyone’sresponsibility. It’s should be about
co-creation
© 2011-16 by L Ballay | @uxstrategist
Good vs. Bad
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Bad Meetings• No leader, i.e. “meeting facilitator”
• No “why”: Lacks focus, goals, agenda
• Structure: Too much or too little
• Not bringing the right information
• Wrong people: Inviting the wrong people or “disengaged” attendees
• Getting off track
• Lacking closure, takeaways, action, follow-up
• Too loooong
• Lacking documentation (“What did we talk about again?”)
• Boring!
© 2011-16 by L Ballay | @uxstrategist
Good vs. Bad
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Bad Meetings 83% – drift from the subject
77% – poor preparation
74% – questionable effectiveness
68% – lack of listening
62% – verbose participants
60% – length
51% – lack of participation
† From Achieving Effective Meetings – Not Easy But Possible, Bradford D. Smart in a survey of 635 executives.
© 2011-16 by L Ballay | @uxstrategist
Good vs. Bad
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Good Meetings• Facilitator NOT dominator
• Set expectations upfront
• Focused but still open/flexible
• Anticipating what the meeting requires (right data, materials, people, amount of time)
• Involving all attendees in discussion, even opposing views
• Saving time at the end to summarize and clarify
• Getting buy-inactions
• Productive & engaging
• For your own sanity and to CYA*: Documenting!
© 2011-16 by L Ballay | @uxstrategist
Good vs. Bad
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This meeting is
to
___________
so that we can
_________.
Good Meetings
© 2011-16 by L Ballay | @uxstrategist
Good vs. Bad
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Consider first…
• Do we even need to have this meeting?• Is this a topic better done offline?• Could this be better tackled over email or
phone or face-to-face?
If you don’t need a meeting, then don’t have one!
© 2011-16 by L Ballay | @uxstrategist
Meeting Guidelines
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Many types of Meetings• Impromptu/informal
• “Brainstorming”
• Introductory
• Project Kick-off
• Status update
• Presentations
• Planning
• Decision-making
© 2011-16 by L Ballay | @uxstrategist
• Impromptu/informal
• “Brainstorming”
• Introductory
• Project Kick-off
• Status update
• Presentations
• Planning
• Decision-making
Meeting Guidelines
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Use Common Sense when preparing
One size fits all
approach
The “megameeting”
© 2011-16 by L Ballay | @uxstrategist
• Impromptu/informal
• “Brainstorming”
• Introductory
• Project Kick-off
• Status update
• Presentations
• Planning
• Decision-making
Meeting Guidelines
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Long but flexible; proper tools; few people
Short and quick; involve few people
“Landscape” overview; involve key people
Goal-oriented; strategic; longer duration
Task-oriented; tactical; shorter duration
Persuasion; shorter duration (usually)
Task-oriented; often tactical
Persuasion; strategic, involve key people
Use Common Sense when preparing
© 2011-16 by L Ballay | @uxstrategist
Meeting Guidelines
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Effective meetings should consider the right…
Goals/objectivesAttendeesDurationAmount of debateContext
© 2011-16 by L Ballay | @uxstrategist
Meeting Guidelines
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Preparing means determining what’s the appropriate…
FormatPeople to involveLengthStructurePhysical SpaceToolsTime
© 2011-16 by L Ballay | @uxstrategist
Meeting Guidelines
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Good meeting etiquetteReview the purpose in advance.Know your role.Prepare.Arrive on time.No distractions: Phones, email, document
editing etc.No silent disagreementSpeak up.Take responsibility and follow through.
© 2011-16 by L Ballay | @uxstrategist
Meeting Management
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Managing doesn’t mean monopolizing or bossing.
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Common Practices
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Good meeting management• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Preparation
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• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
Good meeting management
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Preparation
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• Schedule a time • Find an appropriate place• Reserve resources• Communicate meeting time, place,
goal, agenda, and relevant docs• If you can, create anticipation.
In advance
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Preparation
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• What will make this meeting successful?
• What would help everyone else feel that it’s successful (and useful) too?
Consider:
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | People
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• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
Good meeting management
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | People
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People who can help achieve meeting goals Ex. people working on projectEx. specialistsEx. decision makers who need to sign-off
Who needs to participate?
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | People
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• Meeting Facilitator• Notetaker/Action Items Keeper• Whiteboard Wrangler/Sketcher• Time Keeper• “Parking Lot” Attendant
Who will take on what role?
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Agenda
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• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
Good meeting management
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Agenda
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Communicate goals (agenda items) to participants beforehand
• Type of meeting• Decisions needing resolution• Topics requiring further discussion• Time allotted to each
Let participants know how to prepare and/or contribute to agenda items
Go over agenda before, during, and after
Provide a purpose
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Agenda
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Frame and provide context to issue(s) Discuss/generate options (optional)Determine how decisions will be made
• Consensus• Voting• Top-down• Getting more data
Provide a purpose
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Agenda
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There’s no rule that meetings have to be boring. Mix it up:
• Play a video• Bring tangible items• Participatory design• Tell an anecdote• Voting dots
Provoke ideas and debate
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Agenda
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• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
Good meeting management
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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• Establish roles and responsibilities
• Revisit/remind everyone of the goals and agenda items if necessary
• Keep the meeting on track. Enlist the help of:
- “Parking Lot” attendant- Time Keeper
Prevent offroading
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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Different roles…Recognize what role you’re playing
The Initiator Suggests new / different ideas / approaches
Opinion Giver States pertinent beliefs about the discussion or others' suggestions
Elaborator Builds on suggestions made by others
Information Seeker
Asks questions about group’s gaps in knowledge
Orienteer Is group going in right directions, in terms of what to do and how?
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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Helpful roles/stylesTension Reliever
Uses humor or calls for a break at appropriate moments
Compromiser Willing to yield when necessary for progress
Clarifier Offers rationales, probes for meaning, restates problems
Tester Raises questions to test if group ready to decide
Summarizer Tries to pull discussion together, reviews progress so far
Harmonizer Mediates differences of opinion, reconciles points of view
Encourager Praises and supports others in their contributions
Gate Keeper Keeps communications open, creates opportunities for participation
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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Not-so-helpful roles/stylesAggressor Deflates status of others, disagrees and criticizes
Blocker Stubbornly disagrees, cites unrelated material, returns to old topics
Withdrawer Doesn’t participate, private/side conversations
Recognition Seeker
Boasts and talks excessively
Dominator Tries to take over, asserts authority, manipulates group
Special Pleader Draws attention to own concerns vs. group
Comedian Shows off, tells funny stories, nonchalant, cynical
Narcissist Talks irrelevantly of own feelings and insights
Devil's Advocate More devil than advocate!
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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You may have to stretch from your “default” style
Aim for diversity in styles
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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What’s your “read” on the room?How are attendees reacting?What’s their body language saying?
Look for nonverbal cues
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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Underscore that everyone should contribute
Draw out everyone:Prompt:“Alice, haven’t you done this in your work? What was your experience?" “Bob, you’ve been rather quiet to this point, do you have an opinion or an idea?”
Consider breaking larger group into smaller groups to develop input—some do better in small groups.
Talk to quieter people in advance of meeting and solicit their input.
Dealing with quiet people
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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Rules of thumb:Praise people twice as much as you criticizeNever let any good deed or action go unnoticedSay thank you publicly at every meetingRecognize the value of everyone’s contributions
Dealing with everyone
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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If the topic isn’t going anywhere or is stuck in a rut, consider revisiting it later…
And thinking about what you can do differently next time.
Getting conversations going
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Facilitation
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• Prepare: Info, tools, space etc.• Invite right people.• Provide a purpose and identify topics.• Test out your technology in advance.• Begin and end on time.• Stick to the purpose.• Facilitate and involve everyone.• Wrap-up: Summarize & action items.• Record and distribute this.
Good meeting management
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Afterwards
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Wrap-up/SummaryIn Meeting: Quickly recap
• Everyone knows who is responsible for what• Any agreed on deadlines/dates
After Meeting: Summarize & distribute• Any decisions made & rationale• Any relevant images (whiteboard/sketches)• Who weighed in• Decisions that need more input• Deliverables and deadlines: Who, what &
why• Next steps/future meetings
© 2011-16 by L Ballay | @uxstrategist
Meeting Management | Afterwards
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A sidenote about AgileOfficial Documentation:May be minimal—sketches, backlog
Unofficially:• Note down decision-making process (who,
what and why)• Again…CYA
© 2011-16 by L Ballay | @uxstrategist 51
That’s all folks? No…• How did the meeting go? What could
I/we do better?• How to keep momentum going?• How to ensure action items get done?• How to keep everyone in the know?• How to best follow up?
Meeting Management | Afterwards
© 2011-16 by L Ballay | @uxstrategist
Resources
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Some tools to look at• Scheduling:Doodle• Task management: Asana, Basecamp• Notes: Evernote or Minutes.io• All-in-one: Meetin.gs• Agile: Outformations deck and
Versionone checklists
© 2011-16 by L Ballay | @uxstrategist
Resources
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Additional Reading:INC.comhttp://www.inc.com/guides/2010/08/how-to-run-effective-meeting.html
Parker, Glenn. Meeting Excellence: 33 Tools to Lead Meetings That Get Results.
Lencioni, Patrick. Death by Meeting.
BUSINESS WEEKhttp://www.businessweek.com/smallbiz/content/sep2006/sb20060927_259688.htm
HC Wedgewood's Fewer Camels, More Horses: Where Committees Go Wrong. Personnel, Vol 44, No 4, July-Aug 1967, pp62-87.