Please Don’t Make Me Go To Another Meeting

Max Chauvin

10+ Ideas To Make Your Next Meeting One People Want To Come To

Meetings Drive Me NUTS Because

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Effective Meetings

• Short & to point• Well organized• Everyone gets to

contribute• Everyone is needed• Necessary people are

in room

• Disagreement is ok• Conflict is resolved• Decisions get made• Action is planned and

initiated• Fun

O A R R

• Objectives (Results required)

• Agenda (Process: how are we going to

achieve the objective)

• Roles (What needs to be done)

• Responsibilities (Who is going to do it)

ObjectivesWhat is the specific result required from this meeting?

• Reason #1 – Provide information• Reason #2 – Collect information• Reason #3 – Develop options• Reason #4 – Make decisions• Reason #5 – Planning• Reason #6 – Human contact / team building• Reason #7 – _______________________

Building Agenda

• All of the agenda linked to objective(s)

• Item number

• Expected time

• Item description

• Responsibility

• Information / discussion / decision

• Specific outcome

Item Time Item Type Description Who Focus Outcome

1 8:30pm   Welcome Pierre Info

2 8:35pm Govern Process

Approval of the Agenda

Max Decision Motion

3 8:40pm Govern Process

Approval of Feb.7-9 Minutes

Max Decision Motion

4 8:45pm Ends Ends Document

Len Discuss Verify content

5 8:55pm Govern Proc Ends

2004 Business Plan

Rick Decision Motion to circulate

6 9:35pm Govern Proc Ends

2004 Budget Rick Decision Motion to circulate

7 9:50pm Govern P Meeting Eval Karen Discuss Improve

8 9:55pm Gov. Process

Adjournment   Decision Motion

Sample Agenda

Yearly Work Plan (Agenda)

• Yearly plan laid out by month

• What has to be done each month

• What has to be done at each meeting

• Who has to do it

• Dates set 12 months in advance

• Plans for 1/year activities … spread out activities

The People You Need In Your Meeting (Even if you don’t want them)

• Map reader

• Idea fountain

• Funnel

• Checklist master

• Bulldozer

• Participation police

• Photographic memory

• Devil’s advocate

• Conciliator

PAEI Management Styles• The PAEI Management Styles was developed

by Dr. Adizes.

• www.adizes.com

• Producer

• Administrator

• Entrepreneur

• Integrator

General Ground Rules

• Support objectives of meeting – agenda

• Respect view of participants

• Agree to something – do it

• Can’t do it – put it on the table right away

• 1 Conversation at a time

• Start and end on time

• All conversations at the table / in room

My Ground Rules

• GEMO

• DITTO

• Tangent

• Breaks

• Time out

• Facts vs. opinion

• ‘Call’ behaviours and have a process

Basic Rules Of Order

• Motions

• Amendments

• Done is done

• Agenda, past minutes, adjournment

• Voting: Yea, Nea and abstain

• Out of order

Duties of Chair

• Purpose of meeting• Draft agenda• Confirm date, time,

location & attendees• Prepare space• Set tone of meeting• Address each item

• Listen to everyone• Draw people out• Stop domination by

some people• Ask questions• Gain clarification• Address conflict

Duties of Chair cont.

• Summarize discussion• Guide decision

making process• Review

implementation• Set next meeting date

and objectives

• Don’t record• Don’t take sides• Don’t speak first• Don’t talk too long• Don’t loose temper• Pass chair to someone

else if you have to

Duties of Recorder

• Take minutes and notes

• Ensure that records are clear – (Will you understand the notes in 6 months time?)

• Ensure names are correct

• Record votes in motions

• Keep a running “to do” list

• Start and end dates for each activity

Minutes

• Permanent record of meeting

• Keep members up-to-date

• Track progress

• Inform new members of past actions

• Evaluate progress

• Legal requirements

Good Minutes

Name of groupDateLocationName of participantsAbsenteesRegretsChanges to &

approval of agenda

Approve previous minutes

Record decisions - motions 1st, 2nd, vote

Actions requiredAgreementsReportsNext meetingAdjournment

Duties of Participants

• Know the purpose of the meeting

• Review the agenda and accompanying documentation

• Research available information

• Ask questions

• Arrive on time• Refrain from

distractions• Observe time limits• Participate • 1st understand before

being understood

How To Get Agreement

• I would like us to agree to ….

• All in agreement please give me a thumbs up or thumbs down

• Discuss why some are unable to support it

• Negotiate until you get agreement

Dealing With Grid Lock

• Vote

• Delegate debate to those you ‘care’

• Defer decision

• Set short deadline for discussion with pre- determined action to move on

Meeting Facilitation Process

• Brainstorming

• Nominal Group Technique

• Force Field Analysis

• SWOT Analysis

• Goals Grid

• Dot-mocracy

Unacceptable Behaviors• Person gets up and leaves• Person never shows• People are not listening to each other• People having separate conversations• Person displays offensive humor• Person is regular late for meeting• Nothing gets past discussion stage

If you are not willing to address problem behavior do not waste your time!!!

Random Thoughts

• Stand up meetings

• Fines and penalties

• Warm up exercises

• No problem without solution

• Rotate chair and recorder

Toys

• Creativity

• Reduce nervousness / anxiety

• Mental Break

• Visual aids & metaphors

• Fun & humor

• Tactile and engage whole person

• Memorable

Pre - Meeting Check List

Do we need to meet? Who needs to be & should

be involved? How long to they need to

be there? Create an practical agenda Date, time, location &

directions Notification methods

Meeting facility booked and set-up prepared

Pre-circulated documents List equipment required Do we need help? Quorum requirements? Prepare activities

Meeting Checklist Check equipment & set up Introductions Everyone has a seat Review rules and address

behaviour Clarify expected outcomes Review & follow agenda If there time for fun

Clear discussions Decisions made Participation Focus on ideas not people Room climate Notes kept Breaks provided Next meeting

Post – Meeting Check List

Minutes circulatedAction list createdFollow-up on

agreementsEvaluate meeting

Clean upRe-cyclingThank you’s

- Facilitator / facility

- Host / organizers

- Staff

- Attendees

Meeting Evaluation Check List

Item Yes we do this well

This could be better

We need to do this!

We have a designated chair

We have a designated recorder

We get the meeting notice on time

We get our meeting documentation in advance and in time to prepare

We have the opportunity to have input on the agenda for each meeting

Meeting Check List cont.

Item Yes we do this well

This could be better

We need to do this!

Our rules and procedures work well for us and we can come to decision

We always have minutes from the previous meeting

The minutes are clear and we can understand them

We have refreshments at meetings

There is time for social interaction at meetings

Meeting Check List cont.

Item Yes we do this well

This could be better

We need to do this!

Our groups goals and objectives are posted or available

We have and regular review our policy documents

We stick to our agenda

Everyone gets to participate in the meeting

We are getting our job done