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This PPT presentation will allow any used to effectively conduct successful and effective meetings while capturing inputs from all stakeholders to ensure actionable items are communicated and completed.
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Conducting Effective Meetings
By: Romains Bos
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Agenda
• Purpose• PACER• Code of conduct• Meetings roles and responsibilities• Effective meeting principles• Meeting process• Behaviors that help the meeting• Problem statement• Goal setting• Delegation of action
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To properly drive the performance and accountability to executable plans to meet meeting objectives and commitments
Purpose
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PACER
P urpose
A genda
C ode of Conduct
E xpectations
R oles and Responsibilities
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Establishing a Code of Conduct
• Ground rules or norms -how the meeting should be run
• How team members will interact• What kind of behavior is accepted
Rules:•Meeting’s start on time •Only one conversation at a time •Let everyone finish their sentence / thoughts•Three knock rule •Cell phones will be turned to vibrate during meeting Tools:
- Brainstorming - Round Robin- Flipchart
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All Members are Active ParticipantsAll Members are Active Participants
• Team Leader• Time Keeper• Scribe• Process Monitor• Spokesperson • Meeting Minutes
- sets guidelines and goals
- ensures deadlines are met
- makes ideas visible
- keeps team focused
- reports to other groups
- takes notes
Meeting Roles & Responsibilities
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Effective Meeting Principles
• Set Purpose and Code of Conduct
• Define Desired Outcomes
• Always have an Agenda
• Establish Roles
• Capitalize on Brain Power
• Take Minutes
• Assign Action Items
• ROI– Risks, Opportunities, and Issues
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Meeting ProcessPrepare Conduct Follow-Up
Schedule Performance
ROI Closure
Feed-Back Plan
ROI Review
Feedback Review
External Dependencies
Schedule PerformanceFunctional standup meetings
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Behaviors That Help The Meeting
• Gate Keeping– Encouraging balanced participation among all team
members
• Clarifying– Listening and probing for understanding
• Harmonizing– Bringing together different points of view and helping
people work through differences
• Initiating– Offering new ideas and suggesting different approaches
• Summarizing– Reviewing the discussion and decisions made and
planning next steps
........Building Trust ........Building Trust
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Problem Statement
Format for a good problem statement :
The (current process) is resulting in (measurable negative effect) and (business-related consequence).
We are (producing defective product)(leading to an increase in customer complaints)(which could jeopardize our market share).
No hint of the solution should be in the problem statementNo hint of the solution should be in the problem statement
ComponentsNegative statementResultConsequence
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Goal Setting
T
S mart
M easurable
A chievable
R ealistic
T imely
SM
A
R
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Delegation of Action
Ensure task is relevantEnsure task is clear Break large task downGet completion dateLook for subject matter experts Get willing commitmentOffer assistance (yours or others)Create and distribute Action Table / ROIFollow-upRecognize achievement
