Running Effective Meetings

“If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be meetings.” – Dave Barry

Apr 11, 2023

Facts about meetings

37% - Of employee time is spent in meetings 60 – Number of meetings per month attended by business professionals 11 Million – Number of business meetings every day in the U.S. 31 hours – Number of hours spent in unproductive meetings each month 73% – Of professionals admit to doing unrelated work in meetings 39% - Of professionals admitted dozing off in meetings 63% - Of meetings do not have prepared agendas 49% - Of meeting participants considered unfocused meetings as the biggest

workplace time waster

Statistics show …

Apr 11, 2023

To meet or not too meet, that is the question

What are the objectives?– What’s the purpose of the meeting?– What do we hope to accomplish?– What information will be shared?– What decisions will be made?– Who would be attending?

Is there a better or more efficient way to satisfy the above objectives?

Apr 11, 2023

Reasons for meetings

Provide information Solicit information Answer questions Group decision making Brainstorming ideas Problem resolution Networking Sell ideas, products, services

Apr 11, 2023

Meeting Facilitation

Facilitation – n. making easy, the act of assisting or making easier the progress or improvement of something

Facilitators– Manage the agenda– Ensure objectives are met– Ensure participation– Ensure meeting was worthwhile– Ensure follow up on action items

Apr 11, 2023

What makes a good facilitator?

Open minded, not too emotionally connected High energy and attention to detail Good understanding of the meeting tasks and long term

goals of the team Good listening skills Good insight into attendees personalities, motivation High degree of confidence Assertive, but not aggressive Good team work skills Good observation skills

Apr 11, 2023

Facilitator Responsibilities

Prepare a meeting agenda and send out prior to the meeting Provide all necessary handouts Start on time Listen carefully Prevent digressing Control conflict and hostility Go through the agenda item by item Seek contribution from all attendees Monitor nonverbal communication Seek clarification and elaboration Conclude by summarizing meeting accomplishments and “to do” items Send out meeting summary within one day of meeting

Apr 11, 2023

Meeting Rules

Start and end on time All participants come prepared Arrive 5-minutes early Bring something to write with and on Share all relevant information Stay on topic Silence will equal agreement

Be brief, be concise when speaking Disagree without being disagreeable Challenge ideas, not people No side conversations No side comments No interrupting No cellphones, smartphones

Apr 11, 2023

What makes a good agenda?

Specify date, place, starting and ending time Provide statement of the purpose of the meeting Identify the attendees List the topics to be covered in the sequence they will be

covered Identify approximate time to be spent on each topic Identify/provide pre-meeting reading/assignments Distribute agenda at least one week prior to the meeting Follow up two days before the meeting to ensure attendance

and assignment completion

Apr 11, 2023

How to stop tardiness

Schedule meetings at odd times Start on time Close the door when the meeting starts Put the most important agenda items first Put items applicable to chronic latecomers on the top of the

agenda Solicit help from other attendees Speak privately to chronic latecomers

Apr 11, 2023

Keeping meetings lively

Hold morning meetings Serve light lunches or snacks if meetings run into afternoons Keep rooms cool and bright Facilitate more than dominate Ask questions of quiet attendees Give attendees responsibilities for parts of the meeting Arrange seating for maximum eye contact

Apr 11, 2023

Facilitator Tools

Brainstorming Go-rounds Talking stick Silent Generation Nominal Group Technique Brain writing Pool

Apr 11, 2023

What about your staff meetings?

Do attendees freely voice their opinions? Are all ideas thoroughly reviewed prior to acceptance or

rejection? Are you making the best use of this meeting time? Are differences of opinion resolved productively? Do all attendees attentively listen and build on other’s ideas? Is there a true climate of trust apparent? Does everyone offer input when important items are discussed? Do attendees leave with clear direction on next steps? Do you periodically solicit input on whether attendees agree

with how the meetings are being run?

Apr 11, 2023

Summary

Make sure you really need to meet. Pick a good facilitator. Establish meeting rules and enforce them. Create an agenda and follow it. Address meeting problems (i.e. tardiness, rule

enforcement. Utilize facilitator tools for idea generation. Review and improve meetings.

Apr 11, 2023

Questions?

Before I refuse to take your questions, I have an opening statement. – Ronald Reagan

Apr 11, 2023

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