Date post: | 26-Dec-2015 |
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OverviewWhy meet ?What goes into making a meeting
productive ? Elements of preparation Techniques
Leadership dynamicsEvaluation
Coaker & Co., PC
Our Objectives TodayEngage your mindsStimulate thinkingPlant seeds for your professional growthBenefit from networkHave fun
Coaker & Co., PC
Your Job as a LeaderYou are the catalyst
Big picture objectives up front “Policeman of due process” Coach Sage Sounding board
Coaker & Co., PC
Basics …. Why are We Meeting ?Define purpose and objective
Give information Get information Drive action Foster understanding
Coaker & Co., PC
Cost / Benefit Analysis
Labor cost – participants
(Annual salary/2000) X 1.5 = cost / hr
X number of participants
Add cost of venue / media / logistics
Coaker & Co., PC
Cost / Benefit Analysis
Cost is acceptable PROVIDED benefit or value gained exceeds this cost
Coaker & Co., PC
Advance PlanningFocus on objectives
KISS principlePrepare an agenda, including approximate
time duration for each item Distribute in advance with pre assignments if
appropriatePlan and prepare handout material
Coaker & Co., PC
Determine Who Should AttendKey players / decision makersResources … who has the right information ?Action players
Coaker & Co., PC
PreparationAgenda with time targetsConsiderations relative to venue / setting
Face to face (3D) Video conference Teleconference Virtual
Coaker & Co., PC
PreparationAdvance materials
Pre meeting reading / background material Preparation / assignments Visual aids
Be from Missouri Systems check … room setup, HVAC, lighting,
video, audio, projector, controls, flip charts, marker boards … Double stitch staff support when it applies
For video or teleconference, check system in advance
Coaker & Co., PC
Running the MeetingYour attitude determines your altitudeParticipant demographics
Create a positive environment If group is new, possibly use an ice breaker
Start on timeAs a “policeman of due process”
Keep discussion on track Law of Confucius Sense tempo Fact vs opinion / assumptions
Coaker & Co., PC
Running the MeetingMaintain an environment which is
constructive, productive AND funAppropriate humor is good
If you need a lightning rod, YOU are it ! Use humor in good taste Beware of cultural differences
Parking lot
Coaker & Co., PC
Running the MeetingAxiom of human nature
Tell me, I’ll forget
Show me, I might understand
Involve me, I’ll remember
Coaker & Co., PC
Meeting ChallengesMouthpieceNaysayerIndividual with personal agendaNon player – passiveHeckler
Coaker & Co., PC
Running the MeetingWhen you’ve reached the end of your agenda
and accomplished the meeting objective
Summarize action points
Coaker & Co., PC
Post Meeting EvaluationKey Question – “As a result of this meeting,
who is to do what, when ?”
Importance of distributed written minutes Confirm and solidify understanding of action
items Mechanism for calibration
Coaker & Co., PC
Closed Loop FeedbackEvaluation form by participants before
meeting adjournsCheck with individual participants for a
thermometer readingReview results in light of objectives
Did meeting accomplish objective ? Gap analysis … Three part question
What should we do we’re not doing ? What should we not do ? What should we do differently ?
Coaker & Co., PC
SummaryKnow the objectivePlan, plan, plan !Advance preparationD DayClosed loop feedback
Coaker & Co., PC
ResourcesInternetLibrary / literatureMentorsStyle ideas from meetings you have
attended
Coaker & Co., PC
Coaker & Co., PC
As you travel on life’s byways,Whatever be your goal
Keep your eye upon the donut,And not upon the hole !