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1ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Effective Team Meetings
Presented by: Rhonda Scharf ON THE RIGHT TRACK – Training & Consulting Inc.
www.on-the-right-track.com
What is a meeting? A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Meetings may occur face-to-face or virtually. Source: Wikipedia
There are 25 million meetings in the US every day 15% of an organization’s collective time is spent in meetings Middle managers spend 35% of their time in meetings Upper managers spend 50% of their time in meetings Executives consider 67% of their meetings to be failures Source: https://www.themuse.com/advice/how-much-time-do-we-spend-in-meetings-hint-its-scary
2ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
What is the role of a facilitator?
Three-Step Format
3ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Top 10 Must Do’s
Notes:
4ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Creating the Perfect Agenda
Agenda Team Production Meeting –
November 4 2016 3:00 – 3:30
1. Recap of last meeting – Rhonda – 5 mins
for your information and input 2. Update on A/V issues – Randy – 4 mins
for your information 3. Presentation of hotel meal options – Sue – 12 mins
discussion and decision 4. Brainstorming for dinner theme – All – 6 mins
brainstorming and idea generation (no decision) 5. Summarize meeting – actions and recommendations
Rhonda – 3 mins – review for your information
5ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Rules to Follow
Team Decisions – Which is Best?
6ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
7 Deadly Sins of Meetings
7ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Meeting Scorecard
Total Points: 16-20 – You and your team have perfected your team meetings. The trick is to continue to keep focused on what is working and why, and not to become complacent. 9-15 – You have a number of the points figured out, but there are a couple that are still causing your meetings to be less efficient than necessary. 0-8 – Unfortunately your meetings have no rhyme or reason and are probably very frustrating to those in attendance. Do yourself (and your team) a favor and make adjustments immediately. BONUS POINTS: Send this questionnaire to your meeting participants to see if they agree with your scoring.
Question: Yes = 2, Somewhat = 1, No = 0 Score
1. Did we start within two minutes of scheduled starting time?
2. Did we have the right people at the table?
3. Did we follow the agenda?
4. Did we review last meetings outstanding items?
5. Did we recap at the end of the meeting?
6. Did we have full participation?
7. Was everyone prepared?
8. Were our issues constructively challenged or discussed?
9. Were we open, honest, and respectful?
10. Did we finish on time?
8ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY
Source: http://meetingsift.com/wp-content/uploads/2016/04/Meeting_Rules.pdf