Post on 01-Nov-2014
description
transcript
Meeting ManagementSpring 2011
Beth Filar-Williams
Mike Crumpton
Meeting Management
Prepare
Start
Run
Close
An Effective Meeting Content (WHAT) Process (HOW)
90% of meeting problems are PROCESS problems.
Prepare
Where we are
1
How do we get there
3
Where do we want to
go2
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
Characteristics of Masterful Meetings…
Preparation Clear purpose,
products and agenda Advance notification Right people present People presenting
prepared Right information
available
Start Timely start Purpose and products
reviewed Key issues indentified Agenda confirmed Ground rules
reviewed
Prepare Start
…Characteristics continued
Run Steady meeting flow Focused discussion Positive Energetic
participation Constructive conflict Thoughtful decision
making
Close &Follow-up Decisions and actions
reviewed Timely finish Summary provided Follow-up on actions
Run Close
Parking Lots
•Issues List•Decisions List•Actions List
Why meet? Purpose of meeting? Stakeholder analysis What is your desired outcome of meeting?
Products (lists, plans, decisions, agreements)
Knowledge (understanding Y… so we can do X)
Topics Meeting Roles: facilitator, recorder(s),
timekeeper, Decision making method Agenda – send in advance
Prepare
Develop the Agenda
Issue resolution Process improvement Project planning Status meetings Strategic planning Team development
Prepare
Prepare
Instruction Technology Group Meeting DATE: August 8, 2008, 10am LOCATION: Room 574 WHO: BFW, MK, MS, LL, LK, AH, SC, HW, TB PURPOSE: To determine the role of the instructional technology group DESIRED OUTCOMES: By the end of the meeting we will have:
Agreed on the focus of this group Created a list of all instructional tech projects Agreed on a list of goals for this group Created assignments to accomplish before the next meeting
Ground Rules:
- Shared responsibility (everyone has an active positive role in producing results) - Honor time limits - No disruptive side conversations - Listen and consider all opinions of others - Be willing to experiment w/ new ideas or techniques presented
AGENDA: WHAT/WHO (content) DETAILS (how) TIME Agenda/Outcomes/ Ground Rules - BFW
Present Clarify Agree
5 minutes
Group Focus: what is instructional technology - ALL
Define Clarity Agree on focus
10 minutes
List current instructional tech projects - ALL
Brainstorm Clarify
10 minutes
Future instructional tech ideas - ALL
Brainstorm Clarify Combo dups Prioritize
20 minutes
Next Steps/Goals- ALL List Clarify Assign
10 minutes
Meeting Evaluation - BFW +/delta Next Meeting
5 minutes
Getting started
Start meeting on time Review– state desired outcome Agree to agenda Set up ground rules Assign roles if needed Parking lot if needed
Start
Example Ground Rules
Shared responsibility (everyone has an active positive role in producing results)
Honor time limitsNo disruptive side conversationsListen and consider all opinions of othersBe willing to experiment w/ new ideas or techniques
presentedCell phones on silent
Start
BUILD AN AGREEMENT
Present a proposal
Check for understanding
Check for agreement
Prepare
Start
Run
Close
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
Achieving Agreement
OPEN
Gather info & clarify
ProposeList
BrainstormClarify
NARROW
Narrow your options
Eliminate DupsPrioritize (N3)
High/Low MatrixAdvocate
Agree
CLOSE
Select best approach
Straw PollNegative Poll
Build up/EliminateBoth/And
Agree
Run
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
Preventions
Keep to agenda and keep on track Refer to ground rules Participants can help keep group focused
too Ask open ended questions to generate
participation Request people reserve judgment Build an agreement (again and again) Make process suggestions to keep flow
Run
Dysfunctional Behavior
Approach privately or address generally
Empathize symptom Determine root
cause of problem or behavior issue
Get agreement on solution
Run
Interventions
Boomerang Regain Focus Ask/Say What’s going on? Enforce Process Agreements Accept/Legitimize/Deal With or Defer Walk near or by person; Make eye contact Talk to them during break/afterwards
Run
Listening & Reconciling Differences
Bracket your opinions Repeat/mirroring or paraphrase Perception check Open ended, probing questions Find common ground Propose options w/o commitment Build small agreements
Run
Big Finish
Evaluate +/delta Clarify action items Review Parking lot Give acknowledgments Send meeting minutes to all Communicate w/ stakeholders Celebrate accomplishments
Closing
Virtual Meetings Advance notice, time
zones, limited items Request preliminary
brainstorming of ideas
Group folks in same location if possible
Engage a roll-call list Review ground rules Use round robins Detail summary for
understanding
Remember that you are facilitating another person’s process. It is not your process. Do not intrude. Do
not control. Do not force your own needs and insights into the foreground.
When the work is done, the group will say: We did it ourselves.”
Lao Tzu, The Tao Te Ching
Closing
References and Suggested Reading The Secrets to Masterful Meetings
Michael Wilkinson, Leadership Strategies
Managing Meetings Tim Hindle, DK Publishing
Essential Facilitation: Core Skills for Guiding Groups Interaction Associates http://www.interactionassociates.com/services/essential-fa
cilitation