Managing MeetingsManaging Meetings

Linzi J KempLinzi J Kemp

& Diane Shichtman& Diane Shichtman(October 25, 2005 (October 25, 2005

10.00-11.00 CDL)10.00-11.00 CDL)

Goal/ObjectivesGoal/Objectives

Goal: Goal: Recognition of the leadership Recognition of the leadership role of ACs and professional staff role of ACs and professional staff

Objectives: Objectives: Recognize the responsibilities of Recognize the responsibilities of

committee chairs and members; committee chairs and members; Proactively conduct business in a Proactively conduct business in a

meeting. meeting.

Types of MeetingsTypes of Meetings

FormalFormal RegularRegular Response to issues (committee)Response to issues (committee)

InformalInformal Corridor ChatsCorridor Chats Coffee ConversationsCoffee Conversations

Purpose of Meetings - BenefitsPurpose of Meetings - Benefits

Opportunity to voice thoughtsOpportunity to voice thoughts Information sharing and updateInformation sharing and update Communication between each otherCommunication between each other Delegation and feedbackDelegation and feedback Planning Planning Opportunities for creativityOpportunities for creativity Time for decision makingTime for decision making Discussion problems and finding Discussion problems and finding

solutionssolutions

The Problem with MeetingsThe Problem with Meetings

Meetings that don't work = Meetings that don't work = frustration/boredom/cost. frustration/boredom/cost.

Meetings positive Meetings positive = build teams + effective organisation.= build teams + effective organisation.

Make meetings workMake meetings work

= Chairman + Participants= Chairman + Participants

Meeting PreparationMeeting Preparation

Room OrganisationRoom Organisation aidsaids

Documents Documents AgendaAgenda Minutes/Action Minutes/Action

NotesNotes Meeting ReminderMeeting Reminder

ChairmanChairman

I.I. PlanPlan

II.II. InformInform

III.III. PreparePrepare

IV.IV. Structure and Structure and ControlControl

V.V. Summarize and Summarize and RecordRecord

Meeting MenacesMeeting Menaces

i.i. The interrupterThe interrupter

ii.ii. The wafflerThe waffler

iii.iii. The dominatorThe dominator

iv.iv. The assassinThe assassin

v.v. The turfThe turf

Questioning Types - ActivityQuestioning Types - Activity

1.1. ReflectingReflecting

2.2. SupportingSupporting

3.3. DisagreeingDisagreeing

4.4. ConstructingConstructing

5.5. ClarifyingClarifying

6.6. InterpretingInterpreting

7.7. ConfirmingConfirming

8.8. TestingTesting

1.1. …………....

2.2. ………………....

3.3. ………………....

4.4. ………………

5.5. ……………………

6.6. ………………....

7.7. ………………..

8.8. ………………..

Goal/ObjectivesGoal/Objectives

Goal: Goal: Recognition of the leadership Recognition of the leadership role of ACs and professional staff role of ACs and professional staff

Objectives: Objectives: Recognize the responsibilities of Recognize the responsibilities of

committee chairs and members; committee chairs and members; Proactively conduct business in a Proactively conduct business in a

meeting. meeting.

Rules of BrainstormingRules of Brainstorming

Postpone and withhold your judgement of ideas Postpone and withhold your judgement of ideas

Encourage wild and exaggerated ideasEncourage wild and exaggerated ideas

Quantity counts at this stage, not qualityQuantity counts at this stage, not quality

Build on the ideas put forward by othersBuild on the ideas put forward by others

Every person and every idea has equal worthEvery person and every idea has equal worth

Rules of BrainstormingRules of Brainstorming

ReferencesReferences

1.1. Video Arts, 2003 (Online) Video Arts, 2003 (Online) http://www.videoarts.com/goingtoameeting/http://www.videoarts.com/goingtoameeting/

2.2. ILM, Edge Volume 2 Issue 1 2003/3ILM, Edge Volume 2 Issue 1 2003/3

3.3. ILM, website, ILM, website, http://www.i-l-m.com/http://www.i-l-m.com/

4.4. Oxford English DictionaryOxford English Dictionary

5.5. NEBS, 1986, Communicating in Groups, NEBS Management NEBS, 1986, Communicating in Groups, NEBS Management Development Super Series, 3Development Super Series, 3rdrd ed. ed.

6.6. Le Meridien, http://www.lemeridien.comLe Meridien, http://www.lemeridien.com