Effective Meeting Management

Marta Filipski & Matt Summers

Vancouver Coastal Health

Do you run “Tripp Crosby”

meetings?

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Agenda Foundations for Effective Meeting

Management :

• Do you need a meeting?

• Responsibilities of a facilitator

• Appropriate facilitative tools to increase

engagement

Developmental facilitation:

• Balance leadership and facilitation roles

• Address disruptive behaviours and differing

opinions

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Why care about meetings and

facilitation?

(1-2-4-all)

Common criticisms of meetings

are that they are:

• too long and not well organized

• often not needed or held too frequently

• do not achieve anything

• can be dominated by a few people

• do not deal with the important issues

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Your brain and meetings….

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Your brain and meetings….

• Social connection VS the Social rejection IMPACT on

engagement in your meetings.

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The Brain in threatening

meetings

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Attention in meetings

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Multitasking in Meetings -

Exercise

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3 Tips for your meetings from

the neurosciences:

• Build in time and questions

• Engage their social brains

• Get your participants to think abut their

own thinking (called metacognition)

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Consider

Healthy

Meeting

Habits

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Chairing effectively starts

with great facilitation

What is a facilitator?

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“A facilitator is a person who is acceptable to all members of a group, substantively neutral, and with no decision-making authority, who intervenes to help a group improve the way it identifies and solves problems, and makes decisions in order to increase the group’s effectiveness.”

Roger Schwartz

What does a facilitator do in

a meeting?

• Start and finish on time.

• Facilitate discussion.

• Delegate an individual for each follow up action identified during the

meeting.

• Ensure adherence to the agenda and timing.

• Ensure full participation from all members by making it safe for all to

do so.

• Assign a person to record any issues, ideas, decisions and actions.

(Who will do what by when?)

• Evaluate/solicit feedback for the meeting.

• End early when possible!

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Foundations of Facilitation

Facilitation

Tools

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Liberatingstructures.com

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What are some

ineffective behaviors

that show up in your

meetings? (POPCORN)

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“1-2-4 All”

Sequence of Steps and Time Allocation

• Silent self-reflection by individuals- 1 min

• Generate ideas in pairs, building on ideas from self-

reflection- 2 min.

• Share and develop ideas from your pair in foursomes

(notice similarities and differences)- 4 min.

• Ask, “What is one idea that stood out in your

conversation?” Each group shares one important idea

with all (repeat cycle as needed). 5 min.

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1-2-4-All application

How can you effectively manage a meeting

where everyone keeps checking their

blackberry/phone?

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Ineffective/Disruptive vs.

Effective Meeting Behaviors

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1.How might you

mitigate this behavior

when it show up?

(25/10 Crowd Sourcing)

Thinking Styles

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• White Hat – neutral and objective, concerned

with facts and figures

• Red Hat – emotional, using intuition and giving

gut reactions

• Black Hat – focuses on the negative, why

things cannot be done; helps you spot fatal flaws

and risks before you embark on action

Thinking styles

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• Yellow Hat – optimistic, concerned, focuses on

the positive; helps you keep going when

everything seems gloomy and difficult

• Green Hat – creativity and new ideas, out of

the box thinking

• Blue Hat – concerned with control and

organization of thinking processes; the hat often

worn by people chairing meetings

Setting you up for success – your next

meeting

• Think of a forthcoming meeting you are

attending or facilitating

• How will you apply one tool or learning from

today’s session that will best support your

meeting needs?

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Thank You for Attending