agenda DATE People Time Effective Meetings

Transcription

1 DATE agenda Start People Time Effective Meetings

2 Effective Meetings Group Discussion What are frustrations of poorly run meetings?

3 Top Ten List of... What was said today in a meeting? 10. Anyone know what this meeting is about? The meeting invitation didn t say. 9. Where s the IT guy? The video-conferencing isn t working. 8. I never heard about that... Oh, it was in an from Amanda? I never read those Is Ed coming? He accepted the meeting as tentative...

4 Top Ten List of.. What was said today in a meeting? 6. I wasn t able to attend that meeting. Did anyone take minutes? 5. It s 10 after, should we start the meeting or wait for everyone to get here? 4. Why are we talking about this, didn t we decide that in the last meeting? 3. We couldn t hear anything because of the planes, trains and automobiles. 2. I think that documentation exists, it s somewhere.

5 Top Ten List of.. What was said today in a meeting? 1. Meeting? What meeting?

6 Effective Meetings Training Goals Improve effectiveness of meetings Implement templates and tools

7 Effective Meetings MOIRA A Success Story SharePoint Using Lists and Tasks Create a Meeting Pulse Level 10 Meeting Create a Roadmap Manage the Meeting Confirm Results

8 Create a Roadmap Define Meeting Purpose Plan and Prepare MOIRA Standard Agenda Identify objective of each agenda item Utilize templates for meeting planning Meeting Leader Checklist Meeting Preparation Form Meeting Agenda Conference Agenda

9 Create a Roadmap Tips Prepare and send the agenda out in advance Use appropriate meeting room Respect room reservations of others Don t schedule meetings back to back - allow for transition time Reserve your room in a separate appointment for needed prep time

10 Manage the Meeting Work Your Plan - Follow the agenda Results Leadership Focus on achieving goals and solving problems MOIRA Meeting Flow Agenda Item Status Current, Parking Lot, Complete Views Agenda, Parking Lot, Decisions Record notes, decisions & communication in each agenda item

11 Manage the Meeting Tips Watch for and draw out hidden agendas, disagreement and unshared ideas Encourage participation Draw on others talents and expertise Observe language cues Conversation hogs, sarcasm, negative comments that shut down other participants, avoiding, complaining Address disruptive behavior Ground rules Refocus & redirect

12 Manage the Meeting Tips Start and end meeting on time Keep track of the time assign a timekeeper Utilize Web Ex & conference room technology Manage placement of camera and speakers Be sure that everyone can see & hear Clean up meeting room and return everything to original setup Shut off equipment PC, overhead projector

13 Confirm Results Follow Up Communication Evaluate Effectiveness MOIRA Task List Assign all tasks in meeting Sync to Outlook Use meeting tools Meeting Effectiveness Assessment Group Observation Checklist Meeting Leader Self-Evaluation

14 Confirm Results Tips Wrap Up and summarize at the end of the meeting Communication of meeting results to others Who is impacted by discussion, action items or new direction To share information To gain support Encourage and coach for improved performance

15 What is the most important thing that you need to do to improve your own meeting effectiveness?

16 QUOTE OF THE DAY Lower your expectations of others and increase them of yourself. TIP OF THE DAY Don t be affected by and adopt other people s bad habits.

17 Questions