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Strategies For Effective Meetings. Richard Strand Olympic College Fall 2010. Meeting Pros and Cons. Collaboration Social connection Shared commitment Spread the word Get buy-in Gage resistance Bridge gaps between silos ??????. Consumes TIME Little accomplished Breeds more meetings - PowerPoint PPT Presentation
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Strategies For Effective Meetings
Richard StrandOlympic College
Fall 2010
Meeting Pros and Cons
+ -
Collaboration Social connection Shared commitment Spread the word Get buy-in Gage resistance Bridge gaps between
silos ??????
Consumes TIME Little accomplished Breeds more meetings One person dominates Personal agendas
drive discussion One-on-ones tend to
dominate conversation
??????
“If I didn’t have to go to meetings I’d like my job more.”
“If only I had nickel for every minute I’ve wasted in meetings _________________.”
According to Patrick Lencioni—Death by Meeting “For those of us who lead and manage organizations, meetings are pretty much all we do.”
Meeting Mediocrity
Why are we meeting?◦ Most meeting occur informally.◦ Wisdom of crowds.
Where are we meeting?◦ Most meetings occur in offices, hallways, by the
cooler.
What do we expect to accomplish?◦ And who gets to decide what we expect to
accomplish?◦ How will we know we’ve succeeded?
Three Guiding Questions to ASK
Sin #1—We don’t take meetings seriously—◦ Signals--arrive late, leave early, spend most of our◦ time doodling.◦ Salvation—Adopt the mind-set that meetings are
work, need to be disciplined, focused, hold people accountable.
Sin #2—Meetings are TOO long!◦ Signals—Meetings accomplish half as much in twice
the time.◦ Salvation—Consider time is money, track the cost of
your meeting—limit to 90 minutes.
Seven Sins of Deadly Meetings
Sin #3—People wander off the topic.◦ Signals—People spend more time digressing than
discussing.◦ Salvation—Get serious about agendas, store
distractions in the “parking lot.”
Sin #4—Nothing happens when meeting is over.◦ Signals—People don’t convert discussion into
decisions and decisions into ACTION.◦ Salvation—Convert from “meeting” to “doing.”
Seven Sins Continued . . . .
Sin#5—People don’t tell the truth.◦ Signals—Plenty of conversation, not much candor.◦ Salvation—Embrace Anonymity.
Sin #6—Postponing action.◦ Signals—Insufficient input, desire for better data.◦ Salvation—Don’t let perfection be the enemy of
good enough, plan ahead, do your homework.
Sin #7—Meetings NEVER get any better.◦ Signals—We accept bad meeting behavior, we keep
making the same mistakes.◦ Salvation—Practice, monitor, be accountable.
More of Seven Sins . . . . .
BE . . . . .
Punctual—Be on time, model the way, reward timeliness.
Prepared—BOTH the facilitator and the attendees need to be prepared, create agenda, follow the plan.
Participatory—Monitor interactions, assign duties (timekeeper, rotate facilitator), etc.
Positive—Keep conversations positive as ideas are being shared, opinions shaped.
Eight P’s of Meeting Protocol
BE . . . . Productive—Have a goal, work to achieve it. Polite—Turn off phones, limit electronic
distractions, take turns speaking, listen. Proactive—Review agenda, focus conversation,
assign tasks, track time, reward progress. Professional—Your conduct is on display for
ALL to judge—it will either serve to encourage or discourage REAL progress.
More of the Eight Ps . . . .
How to Kill a Brainstorm—by saying . . . .
90+% of Communication IS NON VERBAL
We don’t have time for that.
Don’t be ridiculous. We tried that before. We’ve never done that
before. It costs too much. That’s beyond our
responsibility. That will take too long.
Not our problem. If it ain’t broke, why
bother . . . . Let’s form a committee. That’s years away. We’re not equipped to
do that. The rules won’t allow
for that. But the President (boss)
wants this . . .
List the options Assign point values Rate options by preference
◦ Anonymous Votes◦ Discuss most favored choices◦ What led to lowest scores?
Tally points and eliminate low scores Focus conversation on the remaining
choices Take another vote to finalize choice.
Reaching Consensus
The Problem The Solution
Timeliness Appoint a timekeeper, stick to agenda
Right people aren’t there Formal invites, reminders, homework
Conversation wanders Have an agenda, time discussion, call for the question
Participants don’t listen, participate, or talk too much
Establish ground rules, review them periodically, assess expectations
Participants don’t follow thru on assignments
Recorder reviews assignments as meeting closes, document in minutes/notes, remind those assigned, request interim progress reports
Every Problem has a Solution
Team leader◦ Manages and coordinates team activity, provides
resources, oversees activities Facilitator
◦ Prepares agenda, facilitates discussion, listens Recorder
◦ Captures key points, provides working documents Timekeeper
◦ Keeps us on track, moves agenda forward Team Member
◦ Contributes to meeting discussion, shares burden
Member Roles
Behaviors to celebrate—◦ Timeliness, participation, confidentiality,
language, interruptions.
Shared responsibility for success—◦ Attendance, wandering discussions, rotation of
roles.
Framework for progress—◦ Agendas, minutes, formalities, reaching
consensus, closure, plan to CELEBRATE progress.
Ground Rules