Leading Effective Meetings

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Leading Effective Meetings

• March 21, 2005

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Effective Meetings are an Art and a Science

• Why are they important?
• Dr. George gauge influence of leader
• The only way we have to judge cognitive ability
  is the way one speaks (and conducts a meeting)

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Reflections

• What was your best experience conducting a
  meeting?
• What was your worst experience conducting a
  meeting?

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The Purpose of a Meeting

• Define the purpose in 25 words or less
• Is it absolutely necessary to bring these people
  together?
• Is there another way to accomplish the purpose?
• Who must attend?
• If no meeting is held, what happens?
• Consider the cost of the meeting

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Count the Cost
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Reasons to Hold a Meeting

• Information Sharing
• Problem Solving
• Staff and Operational
• Committee Assignments
• Teaching and Training
• Required by Law
• Political
• Share Interest

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Who NEEDS To Be Present?

• To GIVE information
• Update group on activities, projects, people
• To GENERATE information
• Ideas, plan events, solve problems
• TO TAKE information
• Report back to various groups, constituents
• Understand for personal benefit

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Planning the Meeting

• E-mails the norm
• Outlook Meeting Manager
• Do you need an RSVP?
• Follow up if you NEED someone to be present

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Planning the Meeting

• Agenda 24 48 hours in advance (minimum)
• One-sentence description at beginning
• Organize topics
• Order of importance
• Focus/hide items
• Control time
• Sample Agendas

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Choosing and Arranging Location

• Your place
• Authority
• Space
• Interruptions
• Reference resources
• Subordinates place
• Boost ego
• No interruptions
• Friendly visit

• Off-Site
• Neutral territory
• No interruptions
• Logistics handled
• Resources not close
• Cost
• Convenience

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Seating and Tone

• It wont usually be us vs. them
• There will always be differences of opinions
• Seating strategies (handout)
• What tone do you want to convey?
• Refreshments
• Stand v. sit to conduct meeting

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Running the Meeting

• Agenda visible
• Opening Statement
• Thank you for coming, the purpose of our meeting
  today is
• Provide background info as needed
• Recap agenda
• State time constraints
• State meeting rules

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Conducting the Meeting

• Begin on time with outline and purpose
• Announce adjournment time
• Assume latecomers are not coming
• Provide background information necessary
• Present agenda
• Establish ground rules
• Appoint secretary (to take minutes)
• Appoint recorder (to track ideas on flipchart)
• Encourage participation by all and open
  discussion

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Conducting Meetings

• Consider round-robin approach
• Leaders and/or superiors should not dominate
• Delegate leadership as appropriate
• Leader responsible to keep on track, on time
• Bring each point to closure before continue
• Avoid digressions
• Deal with conflict openly
• Summarize and ask for confirmation
• Anticipate distracting members

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Handling Difficult People

• Eager Beaver, Silent Sam, Inattentive,
  Inarticulate
• The round robin approach
• Griper, Rambler, Eager Beaver
• Ive already heard from you this afternoon,
  Suzi what do you think?
• Hidden Agendas
• I agree it is an important topic, but the
  purpose of our meeting today is..

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Meeting Minutes

• Become legal document
• Topics Discussed
• Key points
• Summaries
• MSP
• Decisions Reached
• Action Items
• Who does what next?
• Next Meeting Time
• Transcribe/distribute within 48 hours

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Participating in Meetings

• Look the part
• Be clear
• Be succinct
• Be positive
• Watch body language

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Formal Meetings

• Standard Code of Parliamentary Procedure