IPEC INSTITUTEMONDAY, JANUARY 13, 2014

Tina Brock, BSPharm, MS, EdDAssociate Dean Global Health and Educational

InnovationsProfessor of Clinical Pharmacy

University of California, San Francisco School of Pharmacy

San Francisco, CA USA

FREEING THE ANGEL WITHIN THE MARBLE:

The Art of Meetings

Adapted with permission from Lucey, CR

CONFESS

IONS…

Reflect and discuss:

• The BEST (most enjoyable, most satisfying, most value added) single meeting experience you have had

• The BEST (most enjoyable, most satisfying, most value added) committee process in which you have participated

Meetings• X• Y• Z

Committees• P• D• Q

POSITIVE CHARACTERISTICS

IPEC INSTITUTEMONDAY, JANUARY 13, 2014

What you (should) already know… - How much academic time is spent in meetings- The cost to the system of suboptimal meetings

What we will discuss today…- Educators as leaders- Effective meetings as the tool of a good leader- Strategies for effective meeting planning

What you should be able to do after the session…- Successfully implement the planning‐action

equation - Create a meeting environment that encourages

the intended outcome - Troubleshoot meeting challenges

EDUCATORS AS LEADERS

• Investigate the current reality

• Nurture an ideal vision

• Highlight the gap• Build the community

to do the work• Uncover the wisdom

from within to solve the problem

Leaders work to uncover the talent within an organization & harness it

to solve complex problems

“I saw the angel in the marble and carved until I set him free.”

• Give information

• Solve problems• Seize

opportunities• Build

relationships

Meetings can be a leaders best tool

EXERCISE #1 - CHOOSE YOUR TASKA. You have been asked to lead a working

group to establish expectations for teaching of all academic staff/faculty at Michelangelo University.

B. You have been appointed to head a taskforce to address the impact of the high cost of living in Florence on recruitment of artists to the University.

C. You have been tasked to implement a standardized way of describing productivity hours across the sculpting department.

THE PLANNING-ACTION EQUATION

Instinct Ideal

ACTION PLANNING

planning action

TUCKMAN’S ORGANIZATIONAL MODEL OF TEAM DEVELOPMENT

FormStorm

NormPerformMEET

COMPETE

COLLABORATE

ACCELERATE

The role of the leader is to guide the group through these steps to achieve their goals.

The Leader’s role and

style should change as the team matures

Participatory Leadership

Directive Leadership

FORMING

STORMING

NORMING

PERFORMING

DO TEAMS HAVE TO STORM?

FormStorm

NormPerformMEET

COMPETE

COLLABORATE

ACCELERATE

Yes, the storming phase is important because it ensures that people are voicing opinions.

Lack of conflict is just as bad as too much conflict

Succeed

Fail

ZONE OF SUPERFICIALCOLLEAGIALITY

ZONE OF CREATIVE TENSION

WAR ZONE

THE KEY TO SUCCESSFUL FORMING – CHARTER!

• Context – standing, ad hoc?• Mission & objectives – What will

be different 1 year from now?• Authority & boundaries - Scope• Resources • Members & roles• Decision making strategies &

rules

EXERCISE #2 – COMMITTEE CHARTER

The more the merrier?

Rally the troops

Provide updates

Brainstorm

Solve a problem

1800

1800 -> 18

18

8

Harvard Business Review, 2015

THE RIGHT MIX OF MOTIVATION

InvolvedImpactedInterestedIn another world

THE RIGHT MIX OF SKILLS

RESPECTFUL OF ENVIRONMENTAL CULTURE

EXERCISE #3 - PICK YOUR TEAM

HOW TO MAKE DECISIONS• Majority vote lets every voice be

heard, though some people might not be comfortable declaring their opinion publicly.

• Group consensus allows participants to share their expertise and enhances the chance for buy-in from all parties.

• Leader’s choice is usually the fastest approach, so you’d opt for this in a crisis, for example. But you may need to work harder to get skeptics on board.

Harvard Business Review, 2015

DECISIONS VS DISCUSSIONS

WHY GOOD PEOPLE DISAGREE…

Peter Senge, The Fifth Discipline, 1990

The Ladder of Inference

STOP AT CURIOUS

Larry Senn, , 2012

EXERCISE #4 – SET YOUR GROUND RULES

MANAGE EXPECTATIONS

CUES TO REMEMBER YOUR ARTISTRY