Planning and Facilitating Effective Meetings

Renee A. Meyers, Ph.D.

UWM Department of Communication

MCW Women’s Faculty Council

November 22, 2005

Are you lonely?Tired of working on your own?

Do you HATE making decisions?

Hold A Meeting You can:

– SEE people– DRAW charts– FEEL important– IMPRESS your colleagues

– EAT donuts

ALL ON COMPANY TIME!!

MEETINGS . . . The practical alternative to work!!!

Importance of Mastering Effective Meetings One of the most important functions of

successful leaders in any organization Effective meetings are often seen as a

“picture” (a first impression for outsiders) of how the organization operates overall

Overview of Session

Preparing for a meeting

Facilitating meetings

Managing difficult communication situations

Meeting Preparation

Preparing the agenda

Sample Agendas

Evaluate the agenda I have provided. Discuss with your neighbor what you think needs to be done to make this agenda better.

What do you find to be the most common problems with agendas in meetings you attend?

Preparing the Agenda Soliciting and Organizing Items

– Solicit items using rule of “halves”—halfway to next meeting you should have all items

– Prioritize items on agenda using rule of “thirds”• a “get-go” phase--announcements, easy items• a “heavy work” phase--decision-making• a “decompression” phase--discussion only

– Identify main purpose of meeting, if possible– List items in clauses or full sentences– If item might be unclear, provide a reason or

rationale for it on agenda

Preparing the Agenda Classifying Agenda Items

– Classify items according to action desired• FI = For Information• FD = For Discussion• FA = For Action

– Indicate next to each agenda item the predicted time allotted to that item

– Provide reports (executive summaries or options memos) as needed

– Distribute agenda using rule of “three-quarters

Fix This Agenda

High Quality Medical College, Timbuktu, WI

Staff Meeting, Monday 10-noon, Conference Room J

1. Announcements

2. Ask for additional agenda items

3. Report on curriculum task force

4. New technology

5. Discussion about office decorations

6. New curricular areas

7. Discussion on hires for next year

8. Ask if there are any suggestions for the next meeting

9. Adjourn

Is This Better?

High Quality Medical College, Timbuktu, WIStaff Meeting, Monday 10-noon, Conference Room J

Purpose: To decide on new technology and curricular areas

1. FI: Information Sharing/Announcements (Penny, Sarah) 10 min2. FI: Brief report from curriculum task force 5 mi3. FD: Discussion of office decorations (Matt) 5 min4. FA: Decision about new technology (Sherry) 40 min

1. A proposal for updating our technology—see attached report

5. FA: Decision about new curricular areas (Bill, Jennifer) 45 min

1. Need to make final decision on whether to include a new curricular area—see options memo attached)

6. FD: Discussion about new hires (personnel committee) 5 min1. George will discuss three options—see attached memo

7. FI: Short Feedback Session 10 min

Facilitating the Meeting—Organization and Structure

Starting the meeting

During the meeting

Ending the meeting

After the meeting

Starting Meetings

Establish (at least three) roles:• Facilitator: person responsible for group

meeting process• Recorder: Person who records minutes

(decisions made, agenda items discussed, people present)

• Timekeeper: Person who monitors time-frames of agenda items and ending time of meeting

Starting Meetings Confirm Necessary Meeting Details:

• Confirm the purpose of meeting and required outcomes

• Confirm ending time of meeting• Confirm housekeeping details (breaks, food,

etc.)• Establish any ground rules (if needed):

– no smoking– not leaving until meeting is finished, etc– decision making or communication rules– Others?

Starting Meetings

Information Sharing• Might establish a few minutes at beginning of

each meeting for sharing information that is relevant but does not require discussion

• If discussion is needed, or occurs, item should be placed on agenda

• Only share necessary information; determine if information can more efficiently be put in email or memo

Work Through Agenda Items

• Work through agenda items in order listed• Have timekeeper keep track of time (if wish)• Seek clarification whenever needed• Look for agreement among members and point

out any agreement you see• At end, summarize discussion and decisions

made

During the Meeting

During the Meeting Record-Keeping

• Records of meeting should include:– Date/Time/Location– People present– People absent– Agenda items– Decisions made

• Write down each decision as it is reached• Include any specific actions to be taken• Note who will take action, and by what date

Ending the Meeting Discuss Next Meeting (if needed)

– Decide date, time, location, purpose of any further meetings

– Choose facilitator, recorder, and timekeeper for next meeting, or just rotate roles on regular basis

Ending the Meeting Feedback

• Have members complete KSS (Keep, Stop, Start)

– What in this meeting went well and should be KEPT?

– What in this meeting did not go so well and should be STOPPED?

– What did not happen at this meeting that should be STARTED?

After the Meeting

Follow-Up and Accountability• Circulate minutes to all participants• Keep a decision book where all decisions are

recorded (optional)• Might appoint a “decision-manager” who keeps

in contact with people designated to take action on decisions made, and coaches them to meet their commitments (optional)

Communication Issues: Dealing with Difficult People What are some of the main

communication issues present in the meetings you have attended? Identify 2-3 that tend to send you “over the edge.”

How might these be addressed?

Communication Issues

Dominant and/or Silent Members

Incessantly Rambling Members

Members with Irrelevant Ideas

Managing Dominant or Silent Members

Videotape a meeting

Reduce the size of the group

Have members write before speaking

Have members take timed turns

Distribute tokens

Assign a task to the most dominant/silent member

Managing the Ramblers Remind the group of time pressures

Summarize and redirect discussion– It appears that we all agree on how to proceed

with this issue, so lets move on to . . .

Use relevancy challenges– I am having trouble seeing how that fits in with our

item of discussion—can you please clarify?

Managing Irrelevant Ideas

Ask questions and paraphrase to clarify understanding– If I am understanding correctly, you are saying

that . . . Enhance the value of members’ comments

• Acknowledge merits of idea• Explain any concerns you have• Improve the usefulness of the idea by building on it or

asking others for suggestions

Guidelines for Competent Communication in Meetings Organize your contributions Speak when your contribution is

relevant Make one point at a time Speak clearly and assertively Support your ideas with evidence Listen actively to all aspects of

discussion

Additional Resources

Seibold, D. R., & Krikorian, D. H. (1997). Planning and facilitating group meetings. In L. R Frey & J. K. Barge (Eds.), Managing group life: Communicating in decision-making groups (pp. 270-305). Boston: Houghton Mifflin.

Tropman, John E. (1996). Making meetings work: Achieving high quality group decisions. Thousand Oaks, CA: Sage.

Presentation Take-Aways

Recognize what preparation is needed Know how to facilitate a successful

meeting– Prior to, during, and after meeting– Have some strategies for managing the

difficult communication issues