Conducting a Professional and Effective Meeting
Britni SaundersLPA Training Program Director, INDOT
Event Date
Purpose and Objective Purpose
To train and share information to be used to improve utility coordination during project delivery
Objective By the end of this section, you should
understand: What causes meetings to be ineffective 7 Tips for Better Meetings How to apply those tips toward improving utility
coordination on projects
“Sudden Twists, Surprise Endings”
https://www.youtube.com/watch?v=pLZNKYcD59A
The Bad NewsStarting a 6-person meeting 15 minutes late
= 90 minutes of work time wasted
Most professionals who meet on a regular basis admit to…
The Good News
7 Tips for Better Meetings
1Define purpose.
Reasons to have a meeting:
To make a decision.
To solve a problem.
To share critical information or training.
To celebrate achievement.
Reasons NOT to have a meeting:
It’s not necessary.
Not enough time to prepare or timing isn’t right.
Key people are unavailable.
Cost outweighs benefits.
7 Tips for Better Meetings
Define objective.2What should be done differently after the meeting?
Begin with the
end in mind!
“By the end of the meeting, I want the group to…”• Define your objectives to better plan your
agenda. The more concrete your objectives are, the more focused your agenda will be.
• This provides a way to measure the success of the meeting and allows you to continuously improve your meeting process.
37 Tips for Better Meetings
Create an agenda.(Based on purpose and objectives)
Topics for discussion
Communicates important information such as:
Presenter/discussion leader for each topic
Time allotted for each topic
• Ask attendees if there is anything they would like to see added. Give a due date for responses.
• Define any pre-work necessary.
• Allow yourself extra flex time.
Who is invited, where and when the meeting will beAssign the scribe
7 Tips for Better Meetings
4Be on-time & prepared to begin.
Arrive a few minutes early. Late arrivers should phone ahead. Leader should start on time and not wait for late arrivers. Have enough materials for each attendee & a few extras. Participants should come prepared based on the advanced
agenda. Ensure the scribe is prepared to take minutes & key action
items. Circulate a sign-in sheet. Facilitate introductions- don’t assume everyone knows
each other.
7 Tips for Better Meetings
5 Facilitate professionalism & effective dialogue.Professionalism: Image & Conduct
Image: Dress appropriately & professionally, no matter your role.
Conduct: Act appropriately & professionally to get the most of everyone’s time.
ALWAYS:- Give your attention to the speaker and avoid side conversations- Pay attention to body language- Acknowledge points and express appreciation for constructive input- Raise your hand to ask a question- Encourage problem-solving dialogue
NEVER:- Bring unannounced guests. - Be redundant to take credit- Escalate your voice to talk over someone- Interrupt someone while they are speaking- Create an environment where others are afraid to ask questions
Everyone’s busy. Turn your phone off.
6Be a great leader.
Eliminate intimidatio
n & fearWatch out for meeting dominators
Be vulnerabl
e
Seek the
truth
Thank participants for good ideas and
offering contrasting
opinions professionally
Win through others; think like a coach
Draw out the
opinions of everyone
7 Tips for Better Meetings
7 Set everyone up for success after the meeting.ACTION ITEMS:
Assigning action items before the meeting is adjourned helps to…
• Assure completion• Set dates for follow-up• Everyone complete tasks
assigned to them as expeditiously as possible
MEETING NOTES:
Recording and distributing notes within 72 hours after the meeting helps to…
• Use for future reference• Prepare for upcoming
meetings• Capture responsibilities,
outcomes, problem solving ideas, etc.
7 Tips for Better Meetings
Application to Utility Coordination
• Difficult coordination requires successful communication
• Successful communication starts with effective meetings
• Best laid plans are doomed to failure without good communication with ALL parties involved
Value input- Involve utilities
EARLY- Listen closely to
problems to understand a solution
- Consider all solutions offered- First approach
should be to avoid utilities when feasible
- Weigh the costs and benefits of each
Take good notes/minutes- Valuable reference later on for solutions and agreements reached
Application to Utility Coordination
Give utilities a reason to be there
Outline activity related goals on agenda
Approach as a partnership
Discuss alternatives, not “Here are the plans, now move.”
See endorsement from all parties on the plan
By the NumbersWhat makes a successful meeting?How to get the most out of your meeting
Want to keep people’s attention during meetings?
HAVE SHORTER MEETINGS!
30 minutes or less
Get to the point already
After 30 minutes participation drops off
Attention Levels ----------------------------
91%84%
73% 64%
0-15 min 15-30 min30-45 min 45+ min
I’m leaned forward, all ears.
What are you wearing?
I’m playing Words with Friends.
Please save me. 1
By the Numbers
MEETING ENGAGEMENTas a function of who’s talking
SPEAKS 35% of the time LISTENS 65% of the time
78%average en-gagement
When the PRESENTER does most of the talkingAttendees have a hard time getting a
word in
average engage-
ment
THE BEST MEETINGS OCCUR
WHEN THE ORGANIZER:GUESTS do most of the
talking
92%GUESTS do most of the talkingAttendees participate in the conversation
By the NumbersMeeting Follow-UpKeep your decks short if you want people to read them!
A deck is any slideshow, proposal, contract or follow-up materialAssuming it takes 15 minutes to create one slide2
SHORT DECK
1 to 20 pages
MEDIUM DECK
20 to 40 pages
LONG DECK
more than 40 pages
IT CAN TAKE UP TO 5 HOURS TO CREATE A DECK THIS SIZE
IT CAN TAKE UP TO 10 HOURS TO CREATE A DECK THIS SIZE
IT TAKES WAY TOO LONG TO CREATE A DECK THIS SIZE
FOR EVERY 100 SENT ABOUT 40 ARE READ FULLY
FOR EVERY 100 SENT ABOUT 25 ARE READ FULLY
FOR EVERY 100 SENT ABOUT 14 ARE READ FULLY
By the NumbersWhen to Follow-Up
Not all decks will be viewed, but of those that are…
13% 33% 62% 69%
Are opened
within the FIRST 5
MINUTES
Are opened
within the FIRST HOUR
Are opened
within the FIRST DAY
Are opened
within the FIRST 2 DAYS
Average amount of time spent reading each page of a deck
52 SECONDSIF THE DECK IS 1-10 PAGES
35 SECONDSIF THE DECK IS 41-50 PAGES
10 SECONDSIF THE DECK IS 100+
PAGESIs your deck being forwarded? RECIPIENTS FORWARD DECKS ABOUT 10% OF THE TIME.