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Team Meeting Best Practices

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(c) 2001 Outformations, Inc. 2. Questions? How many of you here enjoy your team meetings? How many think that most of the meetings ... Notepad for meeting notes ... – PowerPoint PPT presentation

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Title: Team Meeting Best Practices


1
Team Meeting Best Practices
  • David Chilcott
  • Outformations, Inc.

2
Questions?
  • How many of you here enjoy your team meetings?
  • How many think that most of the meetings you
    attend are a waste of time?
  • What if you were able to actually get work done
    in meetings instead of just talking about the
    work?
  • What if you were energized by and enthusiastic
    about your team's meetings?

3
Why do we care?
  • Most of the interesting work now requires a team.
  • Most of us have the feeling that the meetings
    that we attend could be improved.
  • Most of us could stand to improve our own meeting
    skills and knowledge.
  • Ineffective meetings are expensive and
    demoralizing.

4
Why are we here?
  • To introduce you to one model of Task-Oriented
    Meetings.
  • To offer some concrete suggestions for meeting
    practices that will actually increase the
    likelihood of successful meeting outcomes.

5
Agenda
  • Part 1
  • Introduction/Overview
  • What is a Task-Oriented Meeting?
  • Break
  • Part 2
  • How can we make our meetings more effective?
  • Questions/Comments/Discussion

6
Emphasis on Behavior
  • The central organizing principle Incremental
    Self-Improvement.
  • People can learn to modify their own behavior.
  • Check the fit.
  • Trust your own thinking.

7
What is a Task Oriented Meeting?
8
Task Oriented Meeting
  • A Task Oriented Meeting is a collection of
  • Shared Meeting Goals/Objectives
  • Pending Issues/Concerns and Problems
  • Resources
  • People

9
Shared Meeting Goals/Objectives
  • Shared Assumptions.
  • Focused on achieving outcomes.
  • Specific to THIS meeting.
  • Meeting objectives should be SMART Specific,
    Measurable, Attainable, Realistic and Time dated.

10
Pending Issues, Concerns and Problems
  • This is the meeting content.
  • The AGENDA items.
  • It is useful to frame these as "Desired
    Outcomes".
  • How will you be able to tell if you have
    successfully dealt with it?
  • Who "OWNS" it? Who decides if it's successfully
    handled?

11
Resources
  • Required Comfortable Location
  • Simple Tools
  • Agenda
  • Easels, Newsprint, Whiteboards
  • Notepad for meeting notes
  • Advanced Tools - Digital Camera, Digitizing
    Whiteboard, Recorder, Computer, Projector,
    Meeting Software

12
People
  • Who's in the meeting?
  • Who's NOT in the meeting who should be.
  • Who's in the meeting who shouldn't be there.
  • Meeting Participants Roles

13
15 Minute Break
  • Be back in 15!

14
Part 2
  • How can we make our meetings more effective?
  • Meeting Activities (Agenda Items)
  • Meeting Organization/Process
  • Questions/Comments/Discussion

15
Meeting Activities (Agenda Items 1)
  • A Meeting is an ordered collection of Activities.
    The road map for this list of items and
    intentions is an Agenda.
  • Agenda Items
  • an order (planned and/or actual)
  • a purpose or goal
  • an owner or owners
  • criterion for determining a successful outcome.
  • a Time Limit

16
Meeting Activities (Agenda Items 2)
  • Agenda Items also have
  • a Type
  • Information Sharing
  • Idea Capturing
  • Problem Solving
  • Decision Making
  • Note Types change!

17
Meeting Organization/Process
  • Pre-Meeting
  • Meeting
  • Post-Meeting

18
Pre-Meeting
  • Introductions/ Check-In
  • Review meeting objectives and desired outcomes
  • Review and get agreement on Agenda
  • Review and get agreement on the "Rules of
    Engagement"
  • Housekeeping

19
Meeting
  • Items From Last meeting
  • Agenda
  • Owner
  • Desired Outcome
  • Type
  • Time limit

20
Post-Meeting
  • Review Action Items
  • Summarize any follow up action items required of
    you
  • Set Next Meeting
  • Meeting Evaluation
  • What worked? What did we do well? Be specific.
  • What didn't work? Phrase comment in "How to"
    form.

21
Resources
  • Web Search for Meeting
    Facilitation Resources
  • Facilitators Guide to Participatory Decision
    Making Sam Kaner
  • Joint Application Development - Jane Wood
    Denise Silver

22
Questions/Comments/ Discussion
  • What did you learn tonight that you think youll
    be able to use?
  • Evaluation
  • What worked? What did we do well? Be specific.
  • What didn't work? Phrase comment in "How to" form.
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