Coaker & Co., PC

Effective MeetingsJim Coakercoakerj@asme.org

OverviewWhy meet ?What goes into making a meeting

productive ? Elements of preparation Techniques

Leadership dynamicsEvaluation

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Our Objectives TodayEngage your mindsStimulate thinkingPlant seeds for your professional growthBenefit from networkHave fun

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Your Job as a LeaderYou are the catalyst

Big picture objectives up front “Policeman of due process” Coach Sage Sounding board

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Basics …. Why are We Meeting ?Define purpose and objective

Give information Get information Drive action Foster understanding

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Cost / Benefit Analysis

Labor cost – participants

(Annual salary/2000) X 1.5 = cost / hr

X number of participants

Add cost of venue / media / logistics

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Cost / Benefit Analysis

Cost is acceptable PROVIDED benefit or value gained exceeds this cost

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Advance PlanningFocus on objectives

KISS principlePrepare an agenda, including approximate

time duration for each item Distribute in advance with pre assignments if

appropriatePlan and prepare handout material

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Determine Who Should AttendKey players / decision makersResources … who has the right information ?Action players

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AvoidMeeting just to meet“Me too” attendees

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PreparationAgenda with time targetsConsiderations relative to venue / setting

Face to face (3D) Video conference Teleconference Virtual

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PreparationAdvance materials

Pre meeting reading / background material Preparation / assignments Visual aids

Be from Missouri Systems check … room setup, HVAC, lighting,

video, audio, projector, controls, flip charts, marker boards … Double stitch staff support when it applies

For video or teleconference, check system in advance

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Coaker & Co., PC

And above all else,

be prepared for the unexpected !

Running the MeetingYour attitude determines your altitudeParticipant demographics

Create a positive environment If group is new, possibly use an ice breaker

Start on timeAs a “policeman of due process”

Keep discussion on track Law of Confucius Sense tempo Fact vs opinion / assumptions

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Running the MeetingMaintain an environment which is

constructive, productive AND funAppropriate humor is good

If you need a lightning rod, YOU are it ! Use humor in good taste Beware of cultural differences

Parking lot

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Running the MeetingAxiom of human nature

Tell me, I’ll forget

Show me, I might understand

Involve me, I’ll remember

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Meeting ChallengesMouthpieceNaysayerIndividual with personal agendaNon player – passiveHeckler

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Running the MeetingWhen you’ve reached the end of your agenda

and accomplished the meeting objective

Summarize action points

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Post Meeting EvaluationKey Question – “As a result of this meeting,

who is to do what, when ?”

Importance of distributed written minutes Confirm and solidify understanding of action

items Mechanism for calibration

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Closed Loop FeedbackEvaluation form by participants before

meeting adjournsCheck with individual participants for a

thermometer readingReview results in light of objectives

Did meeting accomplish objective ? Gap analysis … Three part question

What should we do we’re not doing ? What should we not do ? What should we do differently ?

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SummaryKnow the objectivePlan, plan, plan !Advance preparationD DayClosed loop feedback

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ResourcesInternetLibrary / literatureMentorsStyle ideas from meetings you have

attended

Coaker & Co., PC

Coaker & Co., PC

As you travel on life’s byways,Whatever be your goal

Keep your eye upon the donut,And not upon the hole !

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