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Foundations of Team Leadership
Source:D Gould:Article2000
Meetings
Planning Effective Meetings:
Architecture for Structuring People &
Tasks for Results
Foundations of Team Leadership
Just for Fun Statistics of Bad Meetings
According to a Study by the University of Southern California in LA (Forbes, 10/93)
•The average meeting takes place in the company conference room and 11 in the morning and lasts an hour and 30 minutes• It is attended by nine people -- two managers, four co-workers, two subordinates and one outsider -- who have received two hour prior notification •It has no written agenda, and its purported purpose is complete only 50% of the time•A quarter of meeting participants complain they waste between 11 and 25 percent of the time discussing irrelevant issues• A full third of them feel pressured to publicly espouse opinions with which they privately disagree. Another third feel they have minimal or no influence on the discussion •Although 36% of meetings result in a "complete" resolution of the topic at hand, participants considered only one percent of those conclusions to be particularly creative •A whopping 63% of meeting attendees feel that underlying issues outside the scope of the official agenda are the real subjects under discussion • Senior executives spend 53% of their time in meetings, at an average rate of $320 per person hour
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Source:D Gould:Article2000
Meetings are
NOT interruptions
They ARE the Essence of the team’s
WORK
Source:D Gould:Article2000
Enable
Meetings
Enable
Meetings
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Source:D Gould:Article2000
Enable
Meetings
Enable
Meetings
Meetings AS
Architecture Supporting Project &
Team Results
Structuralist View
Foundations of Team Leadership
5a-5
Capacity Building LOOPS Learning-To-Learn
Action ResponseSingle- Loop Thinking
Learning
Mental Models ? Action ResponseDouble-Loop Thinking
Learning-To-Learn
8f-6
Foundations of Team Leadership
Meetings
RoadMap
Impact on Work Organization
Single-Loop ThinkingAction Respon
se
Double-Loop Thinking
Mental Models ? Action Response
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
8f-7
Foundations of Team Leadership
Interconnected Loops Project Meetings & Roadmap
Results
VisionPurpose
Goals
Objectives
Tasks
Time Lines
Follow- Up
Reflection
Adjustment
Meetings
Roadmap
Meetings
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
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Meeting Structure: Preparation & Design
Meeting
OUTCOMES
•PLUS DELTA
•Next Steps
•Decisions/Resolutions
•Decision- Making Processes
•Problem Solving Processes (Critical Thinking Processes)
•Meeting Tools: (Roles-Aids-Timing -Etiquette- Facilitation Protocols)
•Expected Agenda Outcomes
•Agenda Purpose/Goals
Design & Preparation
PURPOSE
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
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Results: Goal Achievement
Purpose: To Achieve Results
Coming to Focus
Goal Clarity
Goal Focus
Output
Outcomes
Being Clear about the Reasons for Holding a Meeting• What is Purpose? What are Expected Outcomes? What are Desired Results?
Effective Meetings Are Purposeful
8f-10
Foundations of Team Leadership
Agenda and Meeting Design Are Means to Re-Enforce Purpose
• Agenda Should Address• Overall Purpose and
Outcomes of Meeting• Issue Definition
• Meeting Design Must Link To Agenda
• Meeting Design Involves • Assignment of Roles
&Time Allotment• Meeting Etiquette/Norms• Specific Techniques &
Processes To Be Used to Reach Desired Outcome
.Meeting Processes Help In: • Understanding the Problem:
Analysis Information Sharing, Problem-solving
• Generating Solutions: Evaluation, Brainstorming, Opportunities& Risks
• Making Decisions: Polling, Consensus, Unanimity...
• Next Steps: Action Plan, Timelines & Deadlines
• Closing: Dates for Next Meeting, Minutes Distribution
• PLUS DELTA
Meeting Agenda
•A form that is circulated pre meeting
•Whose design logic is followed in meeting
8f-11
Foundations of Team Leadership
Safe Enviro-
No Question Is Ever Stupid
One Voice At a Time-
Most of the
Time…
Monitor Your
Speaking Times & Length
Everyone Can
Always Take a Pass
Respect Is A
Given
First Seek to
Understand- Then Talk
Meeting Etiquette & Norms(Help a team sustain its common working
approach)
8f-12
Foundations of Team Leadership
Time Keeper
Electronic
Minutes Taker
(Optional)
Meeting Lead or
Facilitator
Flipchart
Scribe/ Recorde
r
Meeting Roles
EVERYONE
Bystand-
Summarize-
Paraphrase
8f-13
Foundations of Team Leadership
Parking Lot
Meeting Aids Agreeme
nt
Charts
Small Group Report Outs
Cluster Stickies-
Hash Mark Vote Pens
Reflection Index Cards
MAIN Flipchart
The Visual Focus of
Meeting
8f-14
Foundations of Team Leadership
Voting
Polling for
Opinions
SOLE Decision MakerInput
Being Clear
•Only Informing?
•Only Wanting INPUT?
•Needing Buy-IN?Team
Consensus
Clarity About Decision-Making Process
Group Decision-Making (Degrees)& Situational Leadership (Styles)
PARTICIPATIVEAUTOCRATIC
Leader Centered Decisions
Team Centered Decisions
PERFORMANCE
Source: Tannenbaum & Schmidt: 1978 Team Centered DecisionsLeader Centered Decisions
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
Leader makes decision and announces to group
Leader sells decision to group
Leader presents proposal-but open to ideas. Makes decision
Leader defines limits- Will support groups decision
Leader makes decision and announces to group
Leader sells decision to group
Leader presents proposal-but open to ideas. Makes decision
Leader defines limits- Will support groups decision
CONSENSUALAUTOCRATIC PARTICIPATIVE CONSENSUAL
Foundations of Team Leadership
Setting Priorities
Evaluating Risks & Benefits
Deciding on
Strategy Options
Gather Data
Being Clear About
Purpose
Problem- Solving
Techniques (Understanding
Problem)
Foundations of Team Leadership
Clusters & Like
GroupingsReport Out of
Top Choice
Brain-Storms
Weighted Averaging
Problem- Solving
Techniques (Generating
Potential Solutions)
Hash Mark
Prioritizing
8f-18
Foundations of Team Leadership
Analysis
Clarify Search Options
Dialogue
LIST Clarify POLL
Decisions
LIST Priority Select
Motivating
LIST Note Praise
Action Plan
LIST Assign Track
WHAT WHO WHEN
PLUS DELTA Evaluating
KEEP Change LEARN
Problem Solving &/or Issue Framing Tools
8f-19
Foundations of Team Leadership
Raising Hand to
Speak- Using One Voice at A Time- Most
Times
Reigning In Digressions
& Side Talks As Needed
Facilitation Language:
Using Questions to Phrase Team
Issues
Supportive Meeting
Behaviors & Language
(Facilitation Protocols) Ongoing Clarifying
& Para-Phrasing
of Team Discussions/
Decisions/
8f-20
Foundations of Team Leadership
Next Steps
Assign Distributio
n of Meeting Minutes
Action Plans
Next Meeting Dates
Moving Forward
ToolsPLUS DELTA
Intro Meeting
Meeting Tools
Meeting
Next Steps
Closing
Post Meeting Circulate: Minutes Follow Up: Decisions, Parking, Roadmap
Pre Meeting Circulate: Agenda
Summary Steps of Effective Meetings
Meeting Tools: Roles Aids- Facilitation Protocols- Timing -Etiquette
Critical Thinking, Problem-Solving, Decision-Processes
Action Plans, Dates Next Meeting
PLUS DELTA
Greetings- Check in Purpose/ Outcomes- Agenda Review
OUTCOMES
Meeting
PURPOSE
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership
FORMAT INTRODUCED IN CLASS
Agenda Goals:
1. Learn Meeting Planning
2. Prepare a Skit for Banquet
Agenda Outputs:
1. Meeting Design
2. Starting the Process of Producing a Skit
Meeting Time Allotment:
Meeting Etiquette/ Norms:
Roles Assigned:
Problem Sorting Process(es) Selected:
Decision-Making Processes Selected:
Next Steps:
Plus Delta Evaluation:
Scribed on Flipchart Presented Back to Plenary
Meeting Time Allotment:• Initially= 30-45 minutes in small group
Meeting Etiquette/ Norms:• Meeting Etiquette = Adopted FTL Class Norms
Roles Assigned:• Facilitator, Time Keeper, Report-Out, Scribe
Problem-Sorting Process(es) Selected:• Brainstorming, Clustering, Hash Marks Voting
Decision -Processes Selected:• Polling & Consensus on major theme then
Majority Vote on some of the details
Next Steps:• Time of next meeting (s) scheduled to work on
Skit (Lunch-Dinner-Bar Time… )
PlUS DELTA Evaluation
Example- As a group, we found that:• Following a structured process allowed team to
get organized and be less stressed with each other• Decision-process chosen allowed everyone to
have a say in topic- and all to buy in to theme
Example of Filled-in Report Out FormatAssigned Format for a Meeting Design Plan
Foundations of Team Leadership
Foundations of Team Leadership
Small Team Assignment .
TASKSCreate a 3-5 minute skit (short play- song- poem etc.) and to present it at the Celebration Banquet
.
POSSIBLE THEMES Anything related to the week:• Various tools, techniques-frameworks-simulations
•(MBTI, team dynamics, active listening, left hand column, four player model, mental models, advocacy & inquiry, effective meetings, etc.)
• Hypothetical applications of week’s tools back at Work•Any event that happened this week
•(Meals-facilitators- weather-etc…)• Any other light-hearted topic remotely relevant to this Program
Players• Everyone in the group needs to be involved in the presentation- even if it only involves holding up a flipchart… • Teams are free to use any props or visual aids they want
Agenda Supports the Purpose
• Agenda Should Address– Overall Purpose and
Outcomes of Meeting– Issue Definition– Meeting
Etiquette/Groundrules
• Meeting Design Must Link To Agenda
• Meeting Design Involves – Assignment of Roles &Time
Allotment– Specific Techniques &
Processes To Be Used to Reach Desired Outcome
Meeting Processes Are Focused to:
• Understanding the Problem: Analysis Information Sharing, Problem-solving
• Generating Solutions: Evaluation, Brainstorming, Opportunities& Risks
• Making a Decision: Polling, Consensus, Unanimity...
• Next Steps: Action Plan, Timelines & Deadlines
• Closing: Dates for Next Meeting, Minutes Distribution
• PLUS DELTA
Foundations of Team Leadership
8f-27
Foundations of Team Leadership
Meeting Lead:• Chairs and facilitates the meeting• Can be a rotating role like any other meeting role
Time Keeper:• Keeps track of time• Reminds participants of how much time is remaining and which key
issues still need to be addressed
Scribe:• Writes on flipcharts (or an electronic whiteboard) so everyone can see
and work off the same data in the meeting
• Scribing is the visual and public in-the-moment recording of the meeting that doubles up as working data during the meeting
Recorder (Optional):• Responsible for making minutes of the meeting and distributing them
electronically afterwards. Minutes are more detailed than flipchart notes
Some Key Meeting Roles
8f-28
Foundations of Team Leadership
Parking Lot:
• Place for unresolved/new issues that are to be addressed at a later time
Actions & Agreements:
• List of agreed actions, & who will be responsible for them (Action Plans)
• Agreements decided upon by team & to be acted upon moving forward
Plus/Delta Evaluation:• This Tool is used in the last few minutes to review the meeting- what
worked well (Plus) and what should be changed in the future (Delta)
Next Steps:
• Key to ensure continuity and tracking of project
Some Key Meeting Tools
8f-29
Foundations of Team Leadership
Some Key Meeting Facilitation Protocols
• Use flipchart to note down key points• Establish an open & non-oppositional (safe) atmosphere• Speak candidly & enable others to do the same• Listen carefully• Periodically summarize• Clarify key agreements- and ascertain commitment to
actions proposed and decisions made• As appropriate for the sake of time, limit the length of
comments, side conversations and reign in digressions• Try to use humor and light touch
8f-30
Foundations of Team Leadership
Interacting by using questions & using the pronoun ‘We’ is most effective in a group
• Let us try this …
• What do you think?
• So what you are saying is,,,
• I appreciate your sharing this
• Are we getting off track?
• So what we have decided is …
• Who is doing what by when?
• … Using silence
• There are only x minutes left …
Helpful Elements to Facilitate Successful Meetings
• (Encouraging innovation)
• (Inviting Participation)
• (Paraphrasing)
• (Openness)
• (Managing Distractions)
• (Equalizing Participation)
• (Summarizing Decision)
• (Action Plan & Implementation)
• (Time Management)
Language of Effective Meeting Facilitation