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Welcome to Take your

Meetings from Good to GREAT!

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ObjectiveTo provide you with tools and

techniques to ensure your meetings pay off in results.

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Group WorkAdvantages Disadvantages

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Group WorkAdvantages Disadvantages

• Focused on a common goal• Idea sharing, greater number of ideas,

greater innovation• Better decisions• Support and buy-in for decisions• Effective implementation of decisions• Sharing of workload• Range of experiences, skill sets to draw

from.• Leveraging of skills/strengths• Greater understanding of and respect for

different roles.• Greater communication and information

sharing.• More efficiencies, reach outcome more

quickly.

• Too many ideas, opinions• Challenging behaviours, different

personalities• Competing priorities• Personal agendas• Unequal participation• Varying degrees of commitment/lack of

follow through• Can take longer to get things done• Wheel spinning• Lack of clear roles/responsibilities

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Your Meeting Facilitation Challenges

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Your Meeting Challenges Staying on track Getting through the agenda Ensuring participation Managing difficult behaviours/personalities Ensuring people ‘show up’. Follow-through on commitments

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Agenda The Meeting Leader’s 5 Responsibilities The Vital Agenda The Meeting Facilitation Map A Facilitator’s Power Tool: Meeting Agreements The Generating and Organizing Ideas Technique Steps to Achieving Consensus Commitments to Action

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The 5 Basic Responsibilities

1. Clarify objectives2. Keep on track (topic and time)3. Ensure full participation4. Clarify points/ideas5. Recap and ensure commitments to action

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The Vital Agenda

Item OwnerFor Input,

Decision or Information

The Objective

Come Prepared

To

Allotted Time

Commitment to Action

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The Vital Agenda

Item OwnerFor Input,

Decision or Information

The Objective

Come Prepared

To

Allotted Time

Commitment to Action

The new QI program

Harry For Input To provide input into the development of an improved program

Share 2 Quality Improvement ideas

30 mins. Harry to send us an overview of the final QI program by May 12.

Janice, Karl and Morgan to provide Harry with feedback by May 22.

Harry will present the final program to the team on June 8th – Harry to schedule the meeting.

Staff Scheduling – re: Overtime

Nancy Input and Decision :

Decision to be made by Nancy with input from the team.

To identify methods of decreasing overtime hours

Share 1 idea for decreasing overtime hours

30 mins. Decisions:

Our team will deal only with patient safety incidents

Patient/family complaints will be managed by patient services team.

Meeting Effectiveness

Deb Input and Decision :

Decision to be made by consensus.

To improve the effectiveness of our meetings

No preparation required

15 mins. At every meeting, we agree to:

Arrive on time

Participate

Follow through

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The 5 Basic Responsibilities

1. Clarify objectives2. Keep on track (topic and time)3. Ensure full participation4. Clarify points/ideas5. Recap and ensure commitments to action

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The Facilitation Map

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The Facilitator’s Role

As the facilitator, my responsibility is to ensure we work well together and meet the objectives of the meeting. In order to do that, there may be times when I invite you to participate, ask you to clarify comments, or stop the discussion if it is getting off track or running over time.

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The Facilitation Map

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Meeting Agreement

s

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We agree to…. Arrive on time and prepared. Wear our team’s hat and not our individual hat. Listen to each other without interrupting. Respect everyone’s ideas and opinions Voice our concerns in the meeting and not after. Follow through on our commitments. Keep Sam informed if deadlines will be delayed.

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Meeting Agreements Allow participants the opportunity to consider

productive behaviours. Provide the opportunity to acknowledge and

discuss issues or negative behaviours. Clarify participants’ expectations of one another. Emphasize that the success of the meeting is a

shared responsibility. Create group guidelines for the facilitator to lead

the group more effectively.

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Meeting Agreements Work When They:

Are developed by the group.Describe visible behaviours.Are agreed to.Are used.

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Generating and Organizing Ideas Technique

1. Silent generation of ideas.2. Round robin feedback of ideas.3. Group clarification and discussion of each

recorded idea.4. Consensus/prioritize ideas.5. Commitments to Action

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Benefits of GOIT Provides structure Increases # of ideas generated Increases participation Prevents monopolistic discussion Promotes unique/creative thinking Improves the quality of the decision Increases buy-in/support for decisions

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Facilitating Quality Decision Making

One person makes the decision.

Majority vote of the group determines the decision.

The decision is made by group consensus.

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Definition of Consensus

Consensus is agreement to support the decision.

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How Do You Achieve Support?

What does “Support” look like? What is needed to Support?

• Speaking positively about the decision.• Actively participating in implementing

the decisions – making it work.• “We decided” vs. “They decided”• Making it a priority.• Allocating resources to it.• Following through on commitments

• Understanding of rationale.• The pros and cons of the decision.• The opportunity to be heard.• Belief that all options were considered

thoroughly.• Understanding of decision making

process.• Contingency plans• Expectations of roles, time commitment,

etc.• Budget, allocation of resources

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Steps to Consensus

1. Determine if consensus is required.2. Define consensus (what support means).3. Agree on a back-up plan.4. Use tools to structure the process (GOIT, Multi-

voting, Meeting Agreements).5. Recap and confirm support.

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Recap The Meeting Leader’s 5 Responsibilities The Vital Agenda The Facilitation Map Meeting Agreements The GOIT Steps to Achieve Consensus

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Commitments to Action