Post on 07-Apr-2018
8/6/2019 Effective Meeting Podcast Notes
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Manager
Wily
.com
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A
genda Why have a meeting?
What Effective Meetings look like
4 Points to Meeting Effectiveness
Ground Rules for Effective Meetings
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Death by Meeting
Survey of 1000 managers indicated
that 33% of time spent in meeting was
wasted time.
These managers estimated they spent
17 hours per week in meetings.
What do meetings cost? Calculating
the Meeting Value Metric
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4 Points to Meeting Effectiveness
PreparePrepare
CommunicateCommunicate
ControlControl
DocumentDocument
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4 Points: Prepare What is the purpose of the meeting?
What would happen if you didnt havethis meeting?
What are the desired outcomes for the
meeting? Make sure all the participants are
prepared.
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Prepare the Agenda
Clearly understood purpose
Desired outcomes articulated
Decide what will be on the agenda
Decide how much time will be required for each item
Who is invited? Date, time & place
Distribute all relevant information in advance
Do not give people things to read during the meeting circulate it in advance.
4 Points: Prepare
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4 Points: Communicate
Inform the participants
The purpose for the meeting
What will be discussed and why What preparation is required in advance
What the desired outcomes are
Prepare and distribute an agenda in advance
Distribute the Ground Rules in advance whenappropriate
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4 Points: Control
Meeting Process Start on time
Review agenda and adjust if necessary
Assign roles Review ground rules
Stick to time guidelines
Encourage equality in participation
End on time or early when possible
Do a process check at the end of every meeting
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Capture ideas on a white board or a flipchart Shows participants that you are listening
The process of writing clarifies thoughts Keeps you on the agenda: Parking lots
Assigns responsibility publicly
Avoids repetition
Writes your minutes for you Keep an Action List
Record main discussion points anddecisions for future reference
4 Points:D
ocument
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Ground Rules Respect individual differences
Consider and/or accept opposing points of view
Express disagreement with ideas without criticizing
Avoid defensive behavior denying problems, changing topics orcutting off speakers
Allow others to talk with interruption
Listen carefully before responding.
Restate what others have said for clarity
Demonstrate a willingness to compromise or seek consensus
Leave disagreements at the meeting
Stick to the agenda
Separate people from problems
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Summary
Have Purpose
Have Objectives Are Planned
Have Agendas
Have Ground Rules
Start on time Start Well
Have action notes
Effective Meetings
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Closing Thoughts
By Focusing on making decisions andBy Focusing on making decisions and
assigning actions, all participants willassigning actions, all participants willfind the meeting more challenging,find the meeting more challenging,
rewarding and effective.rewarding and effective.
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Manager
Meeting Effectiveness
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Roles for an Effective Meeting
Ensures a clear objective, an agenda and the appropriate tools and
resources. Guides the group towards the objective.
Focus on the process. Help solve problems, encourage full participation
and make suggestions to increase the meetings effectiveness and
efficiency.
Help begin and end on time. Pay attention to time allocated to specific
agenda items and stop when it is going beyond those time limits.
Record decisions and actions. Help focus on the important stuff.
Take responsibility for making the meeting successful. Provide input,
challenge ideas, accept action items. Help the other members in their
assigned roles.
Time Keeper:
Leader:
Facilitator:
Scribe:
Participants:
Define Roles
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Reasons to Have a Meeting
Identify a problem or opportunity
Solve a problem or progress anopportunity
Obtain commitment or consensus for
approval or action