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Effective Meeting Practices Methodology No. M9 August, 2000
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Effective Meeting Practices
Methodology No. M9
August, 2000
Objectives:
• To teach teams to conduct a meeting leveraging a proven set of behavioral guidelines.
• To set consistent guidelines for how integration teams should manage their meetings with respect for the individual.
• To introduce a format for meetings that offers team members an alternative to older “legacy” practices.
• To create a meeting environment where content, concepts, ideas and actions are captured, organized and managed to reveal opportunities for innovative solutions.
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Effective Meeting Practices…Enable individuals to perform as a team.
Effective Teams…Ensures that the cooperative force of the team is greater than the sum of the individual contributions.
Review
Plan
Do
Follow-up
Meeting
Effective Meeting Practices
Why Do Teams Need Effective Meeting Practices During Integration Implementation?
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Meeting Excellence:
Discipline demonstrates management and leadership qualities.
Respect time as a non-renewable resource.
Solving problems recognized as an opportunity to innovate.
Resolving complex issues is co-managing content, concepts, people and objectives.
Respecting team empowerment demonstrates executive role-model behaviors and presence.
• Time Management • Executive Presence • Managerial/ Leadership Skills • Problem Solving Abilities
You Are Recognized By How You Handle A Meeting
Dr. Demming’s “Shewhart Cycle”
A stylized interpretation of Dr. Demming’s rough sketches during his first meeting with the Japanese Union of Scientists and Engineers in 1950. He called this the “Shewhart Cycle”
“The action steps we use every day to manage our lives ...and our work”
Dr. DemmingReview
Plan
Do
Follow-up
Meeting
Contributing as a Hi-Value Team Member
What value can I bring ?
What am I expected to contribute ?
Why am I important to this meeting ?
What and how do I need to prepare ?
What will a successful meeting look like ?
What are my personal objectives…will they handicap me ?
A Personal Checklist: Am I Ready For This...
Makes it "safe" for everyone to participate
Harnesses group energy
Records group ideas and decisions
Acts as timekeeper
Brings team back on-track
Facilitators role can be assigned, rotated, or a “guest”
Facilitator guides the process
Meeting Roles: The Facilitator
Planning an Effective Meeting
Objectives and Agenda Determined
Content and Process Planned
Players Determine
Roles/ Responsibilities Defined
Key Contributors Pre-positioned
Logistics Arranged
Be Prepared: Planning the Meeting
Plan
Meeting
To train or instruct
To share real work
To clarify information
To assign work and responsibility
To create, build or develop ideas
To make decisions
Planning the Meeting
Why Plan a Meeting
Plan
Meeting
To resolve issues
To counsel and advise
To enlist and inspire support
To communicate, involve, share
To gain consensus of understanding
To socialize, celebrate and share some fun
Determine the Objectives
Plan
Meeting
Why Plan a Meeting
Avoid “Hidden Agendas”
Why NOT to Plan a Meeting
To avoid or delay real work
To franchise misery or failure
To syndicate risk and responsibility
To solicit single-source information
To win friends and patronize respect
To find a headache for an aspire
Plan
Meeting
Why NOT to Plan a Meeting
Avoid “Personal Agendas”
To imprint authority
To party with the in-crowd
To indict or exercise power
To avoid writing something
To appear to be moving forward
Plan
Meeting
The Room: Double Check the facilities
Agenda: KISS: single objective
Participants: Informed and up-to-speed
Follow-up: Review earlier assignments 5 minute flash reports
Materials: Before or after ?
Props: A picture is worth…respect your audience
More Prep Means Less Sweat
Planning: Controlling the Meeting
Plan
Meeting
Blueprint the meeting with an agenda
Plan
Meeting
Planning: The Agenda:
Sets clear expectations
Establishes order and structure
Helps organize and prepare
Sets goals and targets for outcomes
Requires homework
Follows up on work assignments
Provides performance measures to track success
Create a to-do checklist
Plan
Meeting
Agenda Guidelines Are Simple
Who: Select participants and guests
What: Determine meeting and individual expectations
When: Set date, time, and duration
Where: Pick appropriate location
Why: Set purpose and objectives
How: Practice “Effective Meeting Behaviors”
Establish consistent meeting protocols:
Plan
Meeting
Agenda Guidelines Are Simple
5 min follow-ups
Background topic discussion
State the purpose and objectives
Craft the agenda
Set time commitment for each agenda item
Prepare hand-outs
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Gain consensus while working issues:
Plan
Meeting
Agenda Guidelines Are Simple
Identify opportunities for “Problem Solve/ Team Building exercises
Capture benefits and concerns for meeting content and context
Select new issues to be worked
Prioritize next steps
Assign next steps (work)
Use “High Performing” meeting tools:
Review
Plan
Do
Follow-up
Meeting
Doing an Effective Meeting
Manage to the agenda
Follow-ups on all assignments
Encourage balanced contribution
Ensure equal air-time
Agree on next steps
Assign using “ARCI”
Set schedule and timetables
Capture benefits and concerns
High-touch point-of-attention
Real-time meeting minutes
Saves time, eliminates note-taking
Prevents repetition and rework
Respects individuals… depersonalizes ideas
Builds recognition of work accomplished
Record the meeting on flip charts:
Plan
Do
Meeting
Doing: Team Memory
Plan
Do
Meeting
Flipcharts• Provides visual
record
• Helps group focus
• Encourages participation
• Depersonalizes ideas
• Increases sense of accomplishment
The Group Memory: Flip Chart Recordings
Role model good meeting behaviors:
Plan
Do
Meeting
Good Meeting Behaviors:
Start on time
Set expectations
Agree on the agenda
Keep the time contract
Facilitate: don’t vacillate
Communicate meeting minutes within 24 hours
Participation, structure, and focus:
Good Meeting Behaviors:
Adhere to agenda
Follow the process
Use headlines
Paraphrase
Listen aggressively
Free/open participation
All ideas are good ideas
Plan
Do
Meeting
Participation, structure, and focus:
Good Meeting Behaviors:
Plan
Do
Meeting
Win / Win attitudes
Only positive commentary
No “smart bombs”
Voice concerns as “How to” (H2) and “I Wish I Knew” (IWIK) inquires
Observations not value statements
Recognize out-listening
Build on ideas
Caveats:
Good Meeting Behaviors:A closer Look
Plan
Do
Meeting
How best to avoid criticism
How best to avoid side trips
How best to avoid “working” emerging issues
How best to welcome spontaneous creativity
How best to generate quantity before prioritizing for quality
How best to avoid grandstanding and rambling
More Caveats:
Good Meeting Behaviors:A closer Look
Plan
Do
Meeting
How best to conduct only one meeting
How best to build on other’s ideas
How best to capture benefits before the concerns
How best to learn as we go
How best to self-police nonverbal messages
More Caveats:
Good Meeting Behaviors:A very closer Look
Plan
Do
Meeting
How best to distinguish intent from effect
How best to avoid assumptions and hearsay
How best to offer constructive feedback
How best to differentiate what you feel... from what you think
How best to have fun
You and your team win when:
Meetings That Work to Win
Plan
Do
Meeting
Maximum time is invested in the right issues
Decisions happen fairly and quickly
Deadlocks are managed successfully
All participants participate
Active listening assures active involvement
Alternatives are explored
Ensuring things get done:
Check and Follow-Up
Review
Plan
Do
Meeting
5 minute “Flash Report” debriefs
Address concerns from earlier meeting(s)
Discuss concerns that should be brought forward
Follow-up on work assignments
Follow-up on work schedule integrity
Capture lessons learned
Document and track progress:
Effective Meetings: A closer look
Plan
Do
Meeting
Publish and record the minutes
Recognize and reward accomplishments
Apply follow-up and next steps into following meeting agendas
Incorporate contextual benefits and concerns into next meeting’s logistics
Incorporate content benefits and concerns into next meeting’s agenda
Getting things done:
Meetings That Work to Win
Review
Plan
Do
Follow-up
Meeting
Assign work
Determine objectives and deliverables
Assign roles and responsibilities (ARCI)
Set schedules and timelines
Apply work management tools and methodologies
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Everyone’s emotional, political and practical concerns are respected
Everyone feels their contribution is valued
Everyone believes they helped build the solution
Everyone can track the completion of their assignments
Effective meeting behaviors become behaviors-of-choice
You and your team win when:
Meetings That Work to Win
Review
Plan
Do
Follow-up
Meeting
Defensiveness becomes cooperation
Single mindedness becomes cooperation
Team and individual expectations are satisfied
All assignments are completed in compliance...and on time
Team wins…individuals win!
You and your team win when:
Meetings That Work to Win
Review
Plan
Do
Follow-up
Meeting
Plan: Establish the needSet a clear agendaID & overcome barriers Arrange logistics
Do: Follow the agendaRecord group thinking Practice good meeting behaviors
Check: Evaluate effectivenessFollow-up on assignmentsFollow-up benefits and concernsSocialize the minutes
Act: Apply proven work management tools and methodologies
Effective Meeting Summary
Review
Plan
Do
Follow-up
Meeting
