Effective Meetings Presentation

Effective Meetings

Jan-20 Gibberd

Jeremy Gibberd https://ideas.ted.com/9-common-sense-rules-for-getting-the-most-out-of-meetings/

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Structure 1. What is an effective meeting?

2. How do you plan for effective meetings?

3. How do you manage effective meetings?

4. How do you follow up on effective meetings?

5. Are there tools and guides you can use for effective meetings?

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1. What is an effective meeting?

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What is an effective meeting?

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Ineffective and effective meeting

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Defining effective meetings

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Types of meeting

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Benefits of effective meetings

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Principles of effective meetings

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Meeting

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Effective

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Ineffective and effective meetings Ineffective

Effective

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People do not understand the purpose of the meeting.

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The objectives of the meeting are clear.

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Participants do not contribute – are along for the ride.

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Participants actively contribute to the meeting.

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There has been insufficient preparation.

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Good preparation means that every one is well briefed and can contribute appropriately.

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Actions are not followed up – nothing seems to move.

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Actions are followed up and progress is made.

Discussions and agreements are not recorded so have to be discussed and agreed gains.

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Discussions and agreements are recorded in agreed minutes.

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Meetings are tightly scheduled and are productive.

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Meetings take a long time and do not appear to achieve much.

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Types of meeting Meeting

Purpose

Example

Design meetings

Meetings to design new projects and approaches.

Meeting to design a project to develop new software.

Progress meetings

Meetings to review progress and ensure projects run on schedule.

Housing construction project progress meetings.

Meeting to address Problem meetings Meetings to understand an problem local flooding of an make decisions about area. it.

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Types of meeting Meeting

Purpose

Example

Coordination Meetings to coordinate Construction meetings and integrate activities. coordination meetings .

Decisions Meetings to review meetings issues and documentation and make decisions.

Evaluation Meetings aim to meetings evaluate and approve outputs.

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Quarterly board meeting of a corporation.

Meetings to review consultant deliverables.

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Benefits of effective meetings Decision making Draw on larger pool of experience to make better decisions.

Coordination Enable everyone to understand their role and contribution.

Accountability Enable difficult decisions to be made by a group.

Explicit, agreed Minutes provide a clear record of decisions records which can be acted on.

Scheduled time Time set aside specifically to make good decisions.

Problems Problems can be shared and solutions agreed.

Progress Set check points that can be used to evaluate quality and progress and engage corrective action, if required.

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Benefits of effective meetings Opportunities for Learn from the experience of others. growth Sense of purpose Feeling of contributing to something larger.

Energy Gain inspiration and motivation from shared experience and being part of a group.

Diversity Enables different and alternative view points and perspective to be heard and explored.

Demonstrate Opportunities for individuals to complete tasks accountability and contribute ideas and approaches.

Design and co- Collaborative approaches can be used to production rapidly design and agree complex projects.

Alternatives Alternatives to be identified, discussed and developed.

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Principles of an effective meeting 1. The meeting starts on time and is not too long.

2. The organisers have succinct objectives they wish to achieve.

3. There is a clear and agreed agenda for the meeting.

4. Participants are committed to achieving positive outcomes.

5. Sufficient preparation has been carried out.

6. There is a clear and fair record of discussion and agreements .

7. Agreed action items are carried out between meetings.

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2. How do you plan for effective meetings?

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How do you plan for effective meetings?

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Understand the purpose of meeting and define objectives.

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Design the meeting to achieve the objectives.

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Identify appropriate participants.

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Develop an agenda and refine in discussion with participants.

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Identify chair, persons to speak to issues, minute-taker.

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Issue agenda, minutes and documents ahead of meeting date.

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Schedule meeting electronically with start and end times, location.

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Design the meeting Purpose of meeting

Design considerations

Meetings to design new projects and approaches

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• Meetings to review progress and ensure • projects run on schedule Meetings to understand an problem make decisions about it Jan-20

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Ensure input information / data is available ie plans, reports.

Do not over structure the meeting – encourage creativity.

Ensure progress reports are available well before meetings.

Have clearly defined milestone that coincide with meeting dates.

Ensure all information about the problem is available.

Ensure relevant experts and concerned / affected participants attend.

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Design the meeting Purpose of meeting

Design considerations

Meetings to coordinate and integrate activities

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Meetings to review issues and documentation and make decisions

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Ensure all input documents are circulated.

Ensure appropriate one/two participants are fully briefed and can share this with others.

Meetings aim to evaluate and approve outputs

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Ensure all outputs are readily available to participants.

Provide explicit methodology and criteria for evaluation.

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Develop a master plan and schedule to coordinate discussion and development.

Ensure detail is shared and reviewed.

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Agenda Meeting details inc date, time, venue, venue directions Invited participants inc name initials, organisation, role, email Agenda items inc item, sub items, who will present item, time allowance Documents tabled inc version, issued by, purpose/status

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3. How do you manage effective meetings?

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How do you manage effective meetings?

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Introduce the meeting.

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Agree structure and timeframes, roles.

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Chair to introduce each new item and maintain progress.

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Items to be presented by most appropriate person .

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Minute-taker to read back / check minutes are correct.

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Chair to check agenda item objective has been achieved.

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Chair to check all participants are involved appropriately.

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Chair to maintain progress.

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Introducing meetings •

The introduction sets the tone for the meeting.

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If participants do not know each other have a round of introductions, so that everyone knows each other.

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Describe the objectives of the meeting as clearly as possible.

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Provide background to show why the meeting is important, how it is linked to the wider context .

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Propose the agenda and ask for inputs. Amend the agenda to take inputs on board, as far as possible.

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Agree time frames and ‘rules’ for the meeting.

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Facilitating participation Participants do not • participate • •

Direct questions to them – ‘what do you think?

Check with participant privately to see if there are any issues.

Have less / different participants.

Participant • dominates discussions

Thank participant for input and ask for input from others – ‘Thank you for your input , what do others think?

Participants do not • agree on an issue •

Suggest coming back to item at the end of the meeting.

Having a separate focused meeting on issue.

Participants read • material, phones • Jan-20

Move meeting on faster, have a break.

Include meeting rules about phones.

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4. How do you follow up to make sure meetings are effective?

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How do you follow up on effective meetings?

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Writ effective minutes.

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Issue minutes.

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Get feedback / corrections.

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Follow up on action items.

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Address action items as a ‘Matters Arising’ agenda item at the next meeting.

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Participants report back to the group on successful / unsuccessful completion of action items.

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Accountability to the group helps ensure completion of items .

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Minutes Meeting details inc date, time, venue, date minutes issued Meeting participants inc name initials, organisation, role, email, presence, receives minutes Agenda items inc item, discussion, agreement Action items inc action, responsibility time frames Documents tabled inc version, issued by, purpose/status Jan-20

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5. What tools and guides can be used for effective meetings

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What tools and guides can be used for effective meetings •

Meeting contacts templates

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Meeting agenda template

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Meeting minutes template

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Meeting schedule template

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Meeting environment checklist

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Online / virtual meeting checklist

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Meeting evaluation

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Additional reading

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Meeting contacts templates • •

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Template for contact details of participants includes: Names, initials, organisation, role, email, cell phone and telephone of all participants and persons involved in the project Issue to all participants Update and reissue as necessary Ensures that all participants can contact each easily

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Meeting agenda templates • • • • • •

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Template for meeting agenda includes: Meeting date, time, venue Meeting participants name initials, organisation, role, email Agenda items, person to present, time allowed.

Documents tabled inc version, issued by, purpose/status Modify to suit project and organisation

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Meeting minutes templates • • •

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Template for meeting minutes includes: Meeting date, time, venue, date minutes issued, Meeting participants name initials, organisation, role, email, presence, receives minutes, Agenda items record of discussion and agreements Action items inc action, responsibility time frames Documents tabled inc version, issued by, purpose/status Modify to suit project and organisation 29

Meeting schedule templates • • • • • •

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Template provide schedule of meetings includes: Dates, times and locations for all meetings Agree dates and times and issue to all participants Update and reissue as necessary Also schedule digitally Enable meetings to be diarised up to a year ahead

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Meeting environment checklist • • • • •

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Template to evaluate / check meeting venues includes: Location, public transport Disabled access Meeting space and furniture Meeting environmental conditions inc light, ventilation and noise Electrical sockets and power Audio visual equipment Video / teleconference equipment Technical and catering support Toilets Catering Costs 31

Online / virtual meeting checklist •

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Template to evaluate / check preparation for online / virtual meetings includes: Software and bandwidth checks Computing power requirements Participant understand of technology and procedures Tests to check whether systems work Technical support Meeting etiquette and protocols Alternative means of communication / what to do if things go wrong Costs 32

Meeting evaluation • • • • • • • • • • • • • Jan-20

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Template to evaluate meeting includes: Start, duration Objectives Agenda Preparation Participation Adequacy of discussion Accuracy of capturing discussion and agreements Issuing of minutes Actions carried out between meetings Location, venue, facilities Furniture, equipment Catering 33

Additional reading • •

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The Surprising Science of Meetings: The https://www.stevenrogelberg.com/ How to build a company where the best ideas win: https://www.ted.com/talks/ray_dalio_how_to_build_a_company_w here_the_best_ideas_win

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Next Steps •

Do the quiz.

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How did you do? If there are still gaps in your understanding review the course again.

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Download the template and modify these to suit your work and organisation.

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If you are interested in further meeting –related capabilities, review other courses at Gauge Capability.

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www.gaugecapability.co.za

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