CONDUCTING EFFECTIVE MEETINGS

Case Studies

Difficult Meetings

Meeting Basics ReviewOVERVIEW

Session Learning Objectives: Conducting Effective Meetings

Understand the basics of meeting management

Understand the sources of difficult meeting

Understand how to manage difficult meetings

CONDUCTING EFFECTIVE MEETINGS

Case Studies

Difficult Meetings

Meeting Basics Review

WHY HAVE A MEETING

Have a meeting when absolutely necessary Before you have a meeting ask yourself

Can you achieve your goal in some other way Will a phone call take care of it Will a face to face conversation take care of it Can I accomplish it with an email

TOP 7 PET PEEVES

No Agenda Late start Meeting wanders Too long Wrong people there Someone dominates meeting No follow up

PARLIAMENTARY PROCEDURESROBERTS RULES OF ORDER

Fundamentals = Order, Speed and Fairness,Courtesy and Respect are essentialBasic Principles Quorum (50%+) must be present to act Majority has the right to decide an action but the

rights of the minority must also be protected Full and free discussion is a basic right of all members Only one question on the table at a time Member must be recognized by the chair Speak once, wait, speak twice No personal attacks or questioning of the motives of a

member

MEETING SIZE

SMALL VS. LARGE

Small Generally 3 to 5 individuals Allows for good communication between

individuals Eliminates side conversations among individuals Good Chance for problem solving Provides for good feedback All participants are active

Large

Generally 10 or more Provides for greater diversity Does not always allow participation from the entire

group Often individuals will be silent letting a small number

dominate the conversation Side conversations tend to occur more often All participants need to take turns speaking and

when not speaking, actively listen to the one speaking

CONDUCTING AN EFFECTIVE MEETING

There are 4 Phases to consider for your meeting

1. Plan the Meeting2. Setting up the Meeting3. Running the Meeting4. Following up on the Meeting

PLANNING THE MEETING

Determine the Goals of the Meeting Decide who needs to be there Do your homework Plan with others Good Agenda counts. Keeps you on track Length of meeting is appropriate

SETTING UP THE MEETING

Set a Start and End Time and follow it Send material out in advance to all

those attending If someone is presenting make sure

they know it in advance – include in agenda

Proper meeting space Have informal time before/after the

meeting

RUNNING THE MEETING

Do introductions Go though the agenda Encourage participation Keep the discussion on track Provide open and free conversation If there is conflict - focus on the issue Make assignments with due dates Summarize what has been discussed Follow up

FOLLOWING UP ON THE MEETING

Get feedback from members on the meeting Make follow up calls or follow up actions Summarize the meeting

Make sure action items are listed and who is responsible

Send out to all those in attendance

CONFERENCE CALLS

Designate note taker Identify yourself when you speak Call on those that are silent Poll all to get agreement Solicit feedback Finish with assignment review and

TO DO LIST

CONTRIBUTIONS YOU CAN MAKE

Be an active participant Pick a topic and provide input Procedural Suggestions Content Suggestions

GOOD MEETINGS Organized / Structured There is preparation Advance information sent out Start on time Length of meeting is appropriate Conversation free & open Follow up

Everyone at the meeting is responsible for making

the meeting a success.

CONDUCTING EFFECTIVE MEETINGS

Case Studies

Difficult Meetings

Meeting Basics Review

SOURCES OF DIFFICULT MEETINGS

Failure to employ basic meeting management

Schemes and hidden objectives Conflicting personalities in the meeting Political agendas and outside influences

from superiors of those at the meeting Etc.

SCHEMES AND HIDDEN OBJECTIVES Preparation Try not to pick sides Involve the group If its not related to the Mission, understand

the concern and defer to another time Integrity vs. reality

CONFLICTING PERSONALITIES

Stay focused on issues not personalities Confront the conflict Get participation from others

POLITICAL AGENDAS

Have your ear to the ground ahead of time

Know how much power you have and don’t have

Try not to burn bridges Stay legal

Managing Difficult Meetings Use the agenda as ground rules Have the group decide Be honest Courage and Good Humor – Your running

it Focus on the mission Accept, deal, or defer to the group Take a break

CONDUCTING EFFECTIVE MEETINGS

Class Participation – Anyone have a story

Difficult Meetings

Meeting Basics Review