5 phases of a great meeting - Facilitator U phases of a... · 2011-08-01 · ©2010. FacilitatorU.com. All Rights Reserved. 4 It’s Not Just About the Meeting What happens before

The Five Phases The Five Phases

ofof

A Great MeetingA Great Meeting

©© 2010. FacilitatorU.com. All Rights Reserved.2010. FacilitatorU.com. All Rights Reserved. 22

Webinar ObjectivesWebinar Objectives

�� To shift your view of meetings and how To shift your view of meetings and how

they fit in to your work life.they fit in to your work life.

�� Learn the Learn the FiveFive phases that must be phases that must be

addressed for every meeting to be addressed for every meeting to be

successful.successful.

�� Learn to increase meeting ROI.Learn to increase meeting ROI.


Who am I?Who am I?

�� Steven M. Davis, M.S., M.A. Steven M. Davis, M.S., M.A.

�� Founder of FacilitatorU.com, virtual Founder of FacilitatorU.com, virtual

university offering training, tools, university offering training, tools,

and resources to group leaders. and resources to group leaders.

�� Designs and deliver F2F and virtual Designs and deliver F2F and virtual

training on facilitation, action learning, training on facilitation, action learning,

and effective meetings.and effective meetings.

�� Has published weekly facilitation journal to Has published weekly facilitation journal to

5,000 readers in 100 countries for 9 years.5,000 readers in 100 countries for 9 years.

�� Offers training, coaching, talks, and Offers training, coaching, talks, and

consultation in meeting and facilitation skills.consultation in meeting and facilitation skills.


ItIt’’s Not Just About the Meetings Not Just About the Meeting

What happens before What happens before and after a meeting is and after a meeting is as important as what as important as what happens happens inin the the meeting.meeting.


Three PThree P’’s & Fs & F’’s of Meetingss of Meetings

�� Preparation: FormulatePreparation: Formulate

�� Process: FacilitateProcess: Facilitate

�� Progress: FollowProgress: Follow--UpUp

5 Phases of a Great Meeting5 Phases of a Great Meeting

1.1. PrePre--Meeting PreparationMeeting Preparation

2.2. WelcomeWelcome

3.3. Meeting Action CycleMeeting Action Cycle

4.4. ClosureClosure

5.5. FollowFollow--upup


PrePre--Meeting Preparation PhaseMeeting Preparation Phase

�� Is this meeting necessary?Is this meeting necessary?

�� Define objectives: Define objectives: WHAT WHAT will we do?will we do?

�� Define processDefine process: HOW: HOW will we do it?will we do it?

�� Decide Decide WHOWHO should be thereshould be there

�� InitiateInitiate communication to communication to prepareprepare

participants.participants.


Is This Meeting Necessary?Is This Meeting Necessary?

�� As Leader: Is there a viable alternative?As Leader: Is there a viable alternative?

�� Private conversation, emails, teleconference, etc.Private conversation, emails, teleconference, etc.

�� As Participant: Do I need to be there?As Participant: Do I need to be there?

�� Confirm the meeting objective. Confirm the meeting objective.

�� Can you make a contribution?Can you make a contribution?

�� WhatWhat’’s your return on time invested?s your return on time invested?

�� Would attending part of the meeting work?Would attending part of the meeting work?

�� Seek a virtual alternative. Seek a virtual alternative.



��Do you like homework?Do you like homework?

��Sometimes it takes time to save Sometimes it takes time to save

time.time.




�� Define objectives: WHAT will we do?Define objectives: WHAT will we do?�� Define processDefine process: HOW: HOW will we do it?will we do it?


�� InitiateInitiate communication to communication to prepareprepare participants.participants.


Define Objectives: WHAT?Define Objectives: WHAT?

�� Develop CLEAR objectives.Develop CLEAR objectives.

�� Document objectives in the form of Document objectives in the form of

an actionan action--oriented agendaoriented agenda

�� Use action verbs, e.g. discuss, decide, Use action verbs, e.g. discuss, decide,

brainstorm, analyze, etc.brainstorm, analyze, etc.

�� Set time limitsSet time limits

�� Assign lead for each itemAssign lead for each item


Sample AgendaSample Agenda

�� 10:0010:00--10:05 Welcome (Bill)10:05 Welcome (Bill)

�� 10:0510:05--10:15 Action Item Status (Bill)10:15 Action Item Status (Bill)

�� 10:1510:15--10:30 Brainstorm ideas to promote 10:30 Brainstorm ideas to promote

upcoming training. (Susan)upcoming training. (Susan)

�� 10:3010:30--10:50 Discuss changes made to 10:50 Discuss changes made to

program facilitatorprogram facilitator’’s guide. (Steve)s guide. (Steve)

�� 10:5010:50--11:00 Close: Assign new action 11:00 Close: Assign new action

items, clear parking lot, acknowledge. (Bill)items, clear parking lot, acknowledge. (Bill)




�� Define objectives: WHAT will we do?Define objectives: WHAT will we do?

�� Define process: HOW will we do it?Define process: HOW will we do it?�� Decide Decide WHOWHO should be thereshould be there

�� InitiateInitiate communication to communication to prepareprepare participants.participants.


How do You Define a Process?How do You Define a Process?

�� Consider desired outcome.Consider desired outcome.

�� To build a team, would you:To build a team, would you:

��Lecture?Lecture?

��Facilitate a discussion?Facilitate a discussion?

��Get people connecting in some way?Get people connecting in some way?

�� To solve a problem, would you:To solve a problem, would you:

��Offer your solution?Offer your solution?

��Assure problem is clear?Assure problem is clear?

��Brainstorm solutions?Brainstorm solutions?


To Support Desired OutcomesTo Support Desired Outcomes

�� Consider Consider

��Head (Mental) Head (Mental)

��Heart (Emotional)Heart (Emotional)

��HipsHips (Physical)(Physical)


Head, Heart, and Hips?Head, Heart, and Hips?

�� Head Head (mental)(mental)

��Mind state requiredMind state required

�� Knowledge/information requiredKnowledge/information required

�� HeartHeart (emotional)(emotional)

�� Attitudes about objectivesAttitudes about objectives

�� TemperamentsTemperaments

�� Hips Hips (physical)(physical)

�� Physical comfort and locationPhysical comfort and location

�� Physical orientationPhysical orientation


Process Example: HeadProcess Example: Head

�� Start Employee Wellness ProgramStart Employee Wellness Program


��Mind state requiredMind state required

�� Creativity and ConvergenceCreativity and Convergence

�� 3 small group discussions:3 small group discussions:

�� 1. Best Practices1. Best Practices

�� 2. Typical ROI2. Typical ROI

�� 3. Key Pitfalls3. Key Pitfalls


Process Example: HeadProcess Example: Head



��Knowledge/information requiredKnowledge/information required

�� One page executive summaryOne page executive summary


Process Example: HeartProcess Example: Heart


�� HeartHeart (emotional)(emotional)

��Attitudes about objectivesAttitudes about objectives

��Temperaments Temperaments


Process Example: HipsProcess Example: Hips


�� Physical orientationPhysical orientation






�� Decide WHO should be thereDecide WHO should be there�� InitiateInitiate communication to communication to prepareprepare participants.participants.


WHOWHO Should be There?Should be There?

��Who will be impacted by outcomes? Who will be impacted by outcomes?

��Who are knowledge experts?Who are knowledge experts?

��Who has competing interests? Who has competing interests?

��WhoWho’’s missing? s missing?

�� How can I How can I ““grease the slides?grease the slides?””

�� How can we all win?How can we all win?










Initiate CommunicationInitiate Communication

�� Send out agenda before meeting.Send out agenda before meeting.

�� Send information required for reviewSend information required for review

�� Send out remindersSend out reminders

�� About meetingAbout meeting

�� About preparationAbout preparation

�� Including action itemsIncluding action items




�� Define objectives: Define objectives: WHAT WHAT will we do?will we do?








2.2. WelcomeWelcome


4.4. ClosureClosure



WelcomeWelcome

��What do we do to establish What do we do to establish

rapport, buy in, and introduce rapport, buy in, and introduce

structure?structure?

��WhoWho’’s here and why?s here and why?

��WhatWhat……are we here to do? are we here to do?

��HowHow……will we work together? will we work together?

��WhoWho……does what? does what?


WhoWho’’s Here and Why?s Here and Why?

�� IntroductionsIntroductions

�� To break the ice (emotional)To break the ice (emotional)

�� To find out whose here (mental)To find out whose here (mental)

�� To find out what they want (physical)To find out what they want (physical)

�� To find out what they bring to the To find out what they bring to the

tabletable


WhatWhat……are we here to do?are we here to do?

�� Introduce agendaIntroduce agenda

�� Ask for inputs, questions, and Ask for inputs, questions, and

recommended changesrecommended changes

��Get group consensus to follow itGet group consensus to follow it


HowHow……will we work together?will we work together?

�� Review or define operating agreementsReview or define operating agreements

�� Stow electronic devicesStow electronic devices

�� Show up preparedShow up prepared

�� Listen activelyListen actively

�� Speak to your interests vs. positionsSpeak to your interests vs. positions

�� Help group define useful behaviorsHelp group define useful behaviors

�� Post agreements for all to seePost agreements for all to see

�� Set up Parking LotSet up Parking Lot

�� Agree on a decisionAgree on a decision--making process making process


How Does Parking Lot Work?How Does Parking Lot Work?

�� Post a chart labeled, Post a chart labeled, ““Parking Lot,Parking Lot,”” that that

can be seen by all.can be seen by all.

�� Park stray issues group agrees important. Park stray issues group agrees important.

�� Park it in the speakerPark it in the speaker’’s language. s language.

�� Park it and move on. Park it and move on.

�� Before end of meeting, decide what to do Before end of meeting, decide what to do

with parking lot issues.with parking lot issues.


Choose DecisionChoose Decision--Making ProcessMaking Process

�� Discuss and decide how decisions will be Discuss and decide how decisions will be

made.made.

�� If you donIf you don’’t know the process, decisions may t know the process, decisions may

never be made! never be made!

�� Authority rule, expert, minority, majority, Authority rule, expert, minority, majority,

averaging, consensus, default (nonaveraging, consensus, default (non--decision)decision)

�� Each process has itEach process has it’’s pros and cons.s pros and cons.

�� When meeting leader is work group leader.When meeting leader is work group leader.


WhoWho……Does What?Does What?

�� Assign meeting rolesAssign meeting roles

�� ParticipantParticipant

�� FacilitatorFacilitator

�� ScribeScribe

�� Time KeeperTime Keeper

�� Others?Others?


Welcome Phase ReviewWelcome Phase Review

WelcomeWelcome

��WhoWho’’s here and why?s here and why?

��WhatWhat……are we here to do? are we here to do?

��HowHow……will we work together? will we work together?

��WhoWho……does what? does what?




2.2. WelcomeWelcome


4.4. ClosureClosure



Meeting Action CycleMeeting Action Cycle

�� How we flow through the agendaHow we flow through the agenda

�� Stick Stick to itto it

�� ParkPark ItIt

�� FacilitateFacilitate ItIt

�� CloseClose It.It.

�� Move Move OnOn……


Stick to ItStick to It

�� Stick to the agendaStick to the agenda

�� Cover only whatCover only what’’s on s on

the agendathe agenda

�� Only deviate if thereOnly deviate if there’’s s

consensus to do soconsensus to do so


Park ItPark It

�� Park important items that arenPark important items that aren’’t on t on

agendaagenda

�� Write them in the Parking LotWrite them in the Parking Lot

�� Address these items at end of meetingAddress these items at end of meeting


Facilitate ItFacilitate It

�� FacilitateFacilitate process process on each agenda on each agenda

itemitem

�� Stick to time limitsStick to time limits

�� Stay on trackStay on track

�� Keep it movingKeep it moving


Close ItClose It

�� CloseClose each itemeach item

�� When itWhen it’’s complete or s complete or

time is up.time is up.

�� Clarify and document Clarify and document

decisions made and decisions made and

any follow up actions requiredany follow up actions required


Move ItMove It

�� Move on to next itemMove on to next item

�� If group isnIf group isn’’t ready to t ready to

move on, negotiate new move on, negotiate new

time limit considering time limit considering

impact on remaining itemsimpact on remaining items

�� Keep it movingKeep it moving……with a crisp pacewith a crisp pace




2.2. WelcomeWelcome


4.4. ClosureClosure



ClosureClosure

�� How do we effectively close a meeting?How do we effectively close a meeting?

�� ReviewReview decisions and action items.decisions and action items.

�� ClearClear Parking Lot.Parking Lot.

�� Facilitate public commitmentFacilitate public commitment to action by to action by

specific individuals.specific individuals.

�� PlanPlan for followfor follow--up actions, meetings. up actions, meetings.

�� EvaluateEvaluate meeting process (see meeting meeting process (see meeting

improvement questions)improvement questions)

�� AcknowledgeAcknowledge contributors.contributors.




2.2. WelcomeWelcome


4.4. ClosureClosure



FollowFollow--UpUp

�� How do we maximize the fruits of our labor?How do we maximize the fruits of our labor?

�� PublishPublish action holderaction holder’’s name in bold in minutes s name in bold in minutes

within 24 hours.within 24 hours.

�� Personalize actions and decisionsPersonalize actions and decisions. Don. Don’’t t

finalize action items or decisions without finalize action items or decisions without

assigning an accountable party.assigning an accountable party.

�� Hold accountable. Hold accountable. Place action status updates Place action status updates

on next agenda to be led by responsible party.on next agenda to be led by responsible party.

�� Be positive versus punitiveBe positive versus punitive. Check in regularly . Check in regularly

with action holders to support and offer needed with action holders to support and offer needed

help and coaching.help and coaching.


Further ResourcesFurther Resources�� FacilitatorU.comFacilitatorU.com: resources, tools, and : resources, tools, and

training for group leaders.training for group leaders.

�� Free weekly ezine for group leadersFree weekly ezine for group leaders

www.MasterFacilitatorJournal.comwww.MasterFacilitatorJournal.com

�� 12 Acts of Courage to Change Meetings 12 Acts of Courage to Change Meetings

for Good.for Good. A guide for meeting participants. A guide for meeting participants.

www.www.ThisMeetingSux.comThisMeetingSux.com

�� Mastering Meeting FacilitationMastering Meeting Facilitation. A 4. A 4--hour hour

workshop on meeting skills to shorten and workshop on meeting skills to shorten and

streamline your meetings while getting better streamline your meetings while getting better

results in the process. results in the process.

Documents

5 phases of a great meeting - Facilitator U phases of a... · 2011-08-01 · ©2010. FacilitatorU.com. All Rights Reserved. 4 It’s Not Just About the Meeting What happens before