Meeting Management

USAMPS Captain’s Career Course

Purpose

The purpose of this lesson is to introduce

principles of meeting management and

provide information on how to plan and

conduct a meeting

References

• TC 26-3, Conducting Effective MeetingsJune 1984

• 52d Infantry Division (M) & Fort Riley Staff Officers Guide

Chapter 6

Meeting ManagementOutline

• Types of Meetings• Schedule a Meeting• P3 Model

- Plan a Meeting- Process a Meeting- Publish Meeting Results

• Read-Ahead• Summary• Questions• Conclusion

Types of Meetings

• Informational (or instructional) meeting

– formal

– informal

• Problem-solving and decision-making meetings

Schedule a Meeting (1 of 2)

• Have a meeting when:– The group needs to receive information

or provide advice to the commander.– The group needs to be involved in the

problem -solving process.

– Members of the group have information to share.

– The group desires to discuss an issue with the leader.

– Regulations or policies require a periodic meeting.

– A need exists to build your team.

Schedule a Meeting (2 of 2)

• Do not have a meeting when:– More efficient ways to communicate

exist.

– You have poor or inadequate data.

– The leader has already made up

his mind.

– The subject is classified or involves

sensitive or personal information.

– Hostility exists amongst group

members over a particular point.

Plan a Meeting (1 of 8)

“The P3 Model”

Plan a Meeting(2 of 8)

Plan the meeting prior to its assembly using the “N.E.A.T.E.R.” acronym.

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

Plan a Meeting(3 of 8)

Nature –what is

the purpose

and what type

of meeting is appropriate?

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

Informal meeting• Staff Huddle

• IPR

• Staff Coordination

Formal meeting• Command & Staff

• Training Meeting

• Decision Briefing

Plan a Meeting(4 of 8)

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

• Who should attend?

• What should the participants expect or be prepared to do?

• What is the desired outcome?

• What process will the group use to reach its desired

outcomes?

• Who will make any required decisions?

Expectations–

Did you consider?

Plan a Meeting(5 of 8)

Agenda –prepare and disseminate

the agenda in advance.

The agenda will outline:

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

• The purpose of the meeting.

• All known topics and who has responsibility to

prepare each topic.

• Time allocated for each topic.

Example Agenda1100-1110 Intro/purpose/guidance COL Milhouse 1110-1140 Share information

- LTC Smith (5 min)-LTC Yancy (5 min)- MAJ Roberts (5 min) -CPT Tasker (5 min)- MR/MRS Brookings (5 min)

1140-1200 Brainstorm1200-1230 Lunch/continue planning1230-1400 Plan and develop decision brief1400-1420 Rehearse1420-1430 Break1430-1520 Brief decision1520-1530 Break1530-1620 AAR

Plan a Meeting(6 of 8)

Plan a Meeting (7 of 8)

Time–set thetime after

considering:

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

• When is the best time for the group discussion?

• What is the expected attention span of the attendees at thescheduled time?

• What is the impact of the considered time on other units orpeople?

• Can you assure the length of the meeting by “backing it up”against another event?

Plan a Meeting (8 of 8)

Plan a

Meeting

Expectations

Agenda

Time

Extra Resources

Nature

EffectiveMeeting

EffectiveMeeting

Extra Resources–consider

administrative and

logistical support.

Brainstorm your needs.

Remember “What can go wrong will go wrong.” Consider:

• Audiovisual equipment, training aids, and spare bulbs.• Meeting location and space.• Chairs, tables, easels, blackboards, etc.• Recording materials such as paper, chart packs, pens, markers,

chalk, etc.• Sufficient copies of all handouts.• The physical layout of the room and the seating arrangement.• Refreshments or meals.

Process a Meeting (1 of 6)

Types of Meetings

- Informational / Instructional+ Positive approach+ Be brief, be clear, be gone+ Questions: answer / defer

- Problem solving / decision making+ Problem solving process+ Roles+ Complete planning

Roles of Attendees

• Facilitator

• Recorder

• Group Members

• Chairperson

Process a Meeting (2 of 6)

Facilitator:– Helps the group stay focused

on the issue or problem.

– Responsible for the pre- andpost-meeting planning.

– Assists the group through theproblem-solving process.

Process a Meeting(3 of 6)

– Stays out of the discussion and remains neutral.

– Confronts dominating, disruptive individuals by pointing

out their behavior (talking too much, telling war stories,

etc.).

– Draws out quiet or indecisive members (asks questions).

– Helps obtain, agreement from objectionable members.

Recorder:

• Records all group ideas and

thoughts.

• Posts these ideas for all

members to view.

• Remains neutral.

Process a Meeting (4 of 6)

Group members:• Actively participate in the meeting.

• Hold the facilitator and the recorder

responsible for their roles in the process.

• Active listening:

+ Get ready to listen.

+ Take responsibility for comprehending.

+ Listen to understand, not refute.

+ Control the emotions.

+ Listen for main ideas.

+ Be mentally agile.

+ Take notes.

Process a Meeting(5 of 6)

Chairperson:

– An active participant and contributes individual ideas.

– Usually the final authority.

– Assists the facilitator with disruptive, objectionable, or quiet members.

Process a Meeting (6 of 6)

Publish Meeting Results

Summarize the meeting in a document. Include:

– The date and time the meeting occurred.

– A list of attendees.

– A summary list of the items discussed. If

the meeting included all items on the

original agenda, you may attach a copy of

the agenda to the summary.

– The name, position, and office of people

assigned tasks and the suspense for

completion.

– The date and time of the next meeting, if

known.

Read-Aheads

• A special type of staff action thatprepares members of thecommand group for meetings

• Focuses the decision-makers

• If done properly, can thwart apainful experience

Summary• Types of Meetings• Scheduling a Meeting• P3 Model

- Planning a Meeting (NEATER)- Process a Meeting- Publishing Meeting Results

• Read-Ahead• Summary• Questions• Conclusion

Questions

?

Conclusion

Successful meetings do not just

happen, they are caused. They

become a reality when those

involved assume responsibility.

TC 26-3