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This is the powerpoint that was created to discuss how to engage with community and how to ensure that successful meeting skils are used when connecting.
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Community Conversations
Meeting with Community
Representatives
Jan Ison
ILEADU
March 2011
The OutcomesUnderstand the role and how to best work with
“community or member representative”
Understand what makes a goodleader and community member within the community conversation and within the team and how to ensure success
Create outcomes for next meeting or “get together” with member representative
Have tools that can be used for any meeting or “get together” more productive
Member Representative
Role
How did you choose your representation? How did you describe
the role?
List and describe
Q & A (Question and Answer)
Review and Clarify
ROLE
Representative of the Member Community
Offer you insight to community needs and
community norms
Help you understand how the library can be
responsive to the community norms and be
part of the community conversation.
Provide insight into how the community
interacts and works together.
✔ Understand the role and
how to best work with
“community or member
representative”
CONNECTING & ENAGING
SOFT SKILLS
Be A Leader
Be A Facilitative Leader
Create Outcomes
Create Agendas
Record the Actions
Follow-up
LEADER MUST BE ABLE TO:
Listen actively, paraphrase what you hear, ask open-
ended questions, summarize what’s been said, clarify
confusion.
Present issues, identify key points, manage
disagreement, find agreement.
Be Informed of different perspectives, encourage input,
resist making judgments, know who makes decisions
and communicate to the team.
Motivate others
Facilitator Enables groups to work more effectively
Content Neutral
Does Not take sides
Does Not Advocate a point of View
Advocates for fair, open and inclusive process
Contributes structure and process
Supports everyone to do their best thinking
Encourages participation
FACILITATIVE LEADER AS A
TEAM MEMBERPart of the team/group
Helps the team to work more effectively
Can advocate a point of View but must encourage others to do the same
Advocate for fair, open and inclusive process
Contributes structure and process
Supports everyone to do their best thinking
Encourages participation
REQUIRES MORE DISCIPLINE THAN THAT OF A FACILITATOR
Successful Meetings,
Collaborative Sessions,
“Get Togethers” produce?
Frustration Meetings,
Collaborative Sessions,
“Get Togethers” produce?
Successful Meetings have
Clear
OUTCOMES
AGENDAS
RECORD OF ACTIONS
Successful Meetings have
clear outcomesWhat is your outcome?
Outcomes?
List
Agree
Understand
Update
Report
Have a plan
OTHER
---
WRITING OUTCOMES FOR
“GET TOGETHERS”
Be specific
Descriptive Action
Concise one or two sentence
statements
OUTCOMES for a “Get
Together” with
Community
representative
Successful Meetings have
clear agendas
What is your agenda?
Examples of Written
Agendas
AGENDA
Topic Process Who Time
Welcome
Ground Rules
Review
Outcomes
Review Agenda
List/Clarify/Agre
e
Review/Revise/A
gree
Q & A/ Agree
Jan
All
15
minutes
AGENDA
Topic Process Who Time
Business
Information
Needs
List
Q & A
Clarify
ILEADER
User
Rep &
Ileader
20
minutes
Graphic agenda
Successful Meetings Use
appropriate
Processes and Tools to
achieve the outcomes
SOME MEETING TOOLS: Brainstorm
List
Pairs
Categorize
Prioritize
Attribute Listing
Reverse Brainstorming
BRAINSTORM
Mind Map
POST – IT - NOTES
SurfstromingGoogle Alerts
Twitter feeds
RSS Feeds
Trendwatching www.trendwatching.com/
ETC
Online tools
Webstorm
Online Mindmaps
Blogs
Other Processes – Books of
Them
Force Field Analysis
Plus/Delta
Pros/Cons
Criteria Matrix
And the List Goes On and On and
On
BUT How do I use them when
I am having lunch or dinner?
Agenda for next “Get
Together” with user
representative
Successful Meetings have a
clear record of the actions
Recording the Actions
RECORDING Flip Charts
Sharing your desktop in meetings and on phones
Using online tools such as Adobe Connect – the White Board feature
Record Accurately what the individual says – do not use your own words unless you get approval
Follow-up email
Recording is important to --
Validate each person’s ideas
Helps to keep collaborative session
on track
Record of what what happened
Record of decisions
Joint process
Success Recording Does Not
Need to Be
Formal
Onerous
Precise
RECORDING YOUR NEXT
MEETING WITH YOUR USER
REPRESENTTIVE
The OutcomesUnderstand the role and how to best work with
“community or member representative”
Understand what makes a good Leader and community member within the community conversation and within the team and how to ensure success
Create outcomes for next meeting or “get together” with member representative
Have some tools that can be used for any meeting or “get together” more productive
QUESTIONS?
CONTACT
Jan Ison
217-352-0047 ext 221
217-202-1639
