LEADERSHIP BOOT CAMP

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How to Run An Effective Meeting

• LEADERSHIP BOOT CAMP
• BACK TO THE BASICS
• MARY TRIANO, CAMPUS LIFE
• TRIANOM_at_DICKINSON.EDU

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Step 1- Why Meet?

• Transfer of Information
• (one way communication?)
• Email Antics/Phone Tags/Newsletters
• Personal Touch of a Meeting
• Check in on Team members garners pulse on an
  issue
• Non-verbals in regards to a topic
• Optional vs. Mandatory
• Who to Invite? When to Invite Them?

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Dont have a Meeting

• Just for updates
• To get slackers on track
• To get everyone on the same page
• To motivate people only

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Types of Meetings

• Problem-solving
• Decision-making
• Planning
• Feed-forward (status reporting/new information
  sharing)
• Feedback (reacting/evaluating)
• Combo
• http//www.stevenmsmith.com/my-blogs/cooperation/t
  ypes-of-meetings.html

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Step 2- Prepare for Meeting

• SPAM
• S- Situation (time/place)
• P- Purpose (goals)
• A- Audience (who)
• M- Method (way to accomplish goal)
• Considerations for your audience what is
  appropriate for the group anticipate their
  reaction know their needs, motivate them keep
  their comfort, safety, friendships in mind.

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Agenda Development

• Develop your agenda before the meeting (call for
  items)
• Bullet format (not paragraph)
• Organize items effectively (are there any
  handouts)
• Whos leading each discussion
• Set time limits for discussion of items
• Be versed on discussion items
• Email agenda ahead of time (not as attachment)
• Did you ask people to come prepared with
  anything? (remind them)

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Step 3- Own Your Meeting

• Communication Skills (listening skills, public
  speaking)
• Planning for the size of your group
• Roles of team in meeting time keeper, note
  taker, white board writer, etc.
• Speak naturally, make eye contact, be honest, be
  aware of your nervous habits, be flexible
• Visual Aids (handouts, power point, etc.)
• Predict what might be said

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Step 4- Facilitation/Managing the Meeting

• Tangents
• Thats an interesting idea, but I dont think
  were advancing our goals.
• Were talking about a new topic- do we want to
  swap out an agenda item to continue discussing
  it
• Getting the input you need
• Managing dominant personalities
• Give credit for ideas, you have brought up many
  points, would you like the group to discuss
  these,? or speak privately with someone
• Managing quiet members
• Not dismissing ideas or taking sides
• Look out for disparaging comments
• When questions are asked of you- turn it back to
  the group
• Making decisions
• Through Consensus (make sure to state the
  decision clearly before proceeding to double
  check that everyone is in understanding. If
  there is confusion open the issue for further
  discussion
• Parliamentary Procedure

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Ways to Facilitate

• Facilitator Prompt Cards
• Good Idea, Lets Move On, Time for a Break, Watch
  the Time
• Ground rules for discussion
• Respecting opinions of group
• Introductory Go-Rounds
• Warm up exercise to capture thoughts of
  participants. Ex I hope this meeting Its
  important today that we
• Point- Counterpoint

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Ways to Facilitate

• Feedback Teams
• Questioners (ask 2 questions to presenters,
  Agreers (which points were helpful/agreed with),
  Nay Sayers (which points were of concern,
  disagreed with), Example Givers (application of
  materials)
• Anonymous Comments
• Blank index cards, for particular issues, for
  additional agenda items, etc.
• Creative Warm-ups
• Keeping the meeting focus (think of as many uses
  for sticky notes)
• Gallery of Achievement/Thank You
• Recognition of team and individual team member
  accomplishments

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Step 5- Plan of Action

• Summarize open ended items until next meeting
• Homework
• Dissemination of minutes
• Follow up with Absent Team members

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Alternative Meeting Strategies

• 15 minute meetings before program/shift/etc
• Informal meetings over lunch, at the gym, etc.
• Virtual Meetings (Skype, teleconference, etc.)
• Email Meeting
• Discussion Board (Blackboard)

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Questions and Answers?