4. An Effective Meeting Prepare
Content (WHAT)
Process (HOW)
90% of meeting problems are PROCESS problems.
Where we How do we Where do we
are get there want to go
1 3 2
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
5. Characteristics of Masterful Meetings…
Prepar
e Start
Preparation Start
Clear purpose, products Timely start
and agenda Purpose and products
Advance notification reviewed
Right people present Key issues indentified
People presenting Agenda confirmed
prepared Ground rules reviewed
Right information
available
6. …Characteristics continued
Run Clos
Run Close &Follow-up e
Steady meeting flow Decisions and actions
Focused discussion reviewed
Positive Timely finish
Energetic participation Summary provided
Constructive conflict Follow-up on actions
Thoughtful decision
making
8. Prepare
Why meet? Purpose of meeting?
Stakeholder analysis
What is your desired outcome of meeting?
Products (lists, plans, decisions, agreements)
Knowledge (understanding Y… so we can do
X)
Topics
Meeting Roles: facilitator, recorder(s),
timekeeper,
Decision making method
Agenda – send in advance
9. Develop the Agenda Prepare
Issue resolution
Process improvement
Project planning
Status meetings
Strategic planning
Team development
10. Instruction Technology Group Meeting
DATE: August 8, 2008, 10am
LOCATION: Room 574
WHO: BFW, MK, MS, LL, LK, AH, SC, HW, TB
PURPOSE: To determine the role of the instructional technology group
Prepare
DESIRED OUTCOMES: By the end of the meeting we will have:
Agreed on the focus of this group
Created a list of all instructional tech projects
Agreed on a list of goals for this group
Created assignments to accomplish before the next meeting
AGENDA:
WHAT/WHO (content) DETAILS (how) TIME
Agenda/Outcomes/ Ground Present 5 minutes
Rules - BFW Clarify
Agree
Group Focus: what is Define 10 minutes
instructional technology - Clarity
ALL Agree on focus
List current instructional tech Brainstorm 10 minutes
projects - ALL Clarify
Future instructional tech ideas Brainstorm 20 minutes
- ALL Clarify
Combo dups
Prioritize
Next Steps/Goals- ALL List 10 minutes
Clarify
Assign
Meeting Evaluation - BFW +/delta 5 minutes
Next Meeting
Ground Rules:
- Shared responsibility (everyone has an active positive role in producing results)
- Honor time limits
- No disruptive side conversations
- Listen and consider all opinions of others
- Be willing to experiment w/ new ideas or techniques presented
11. Getting started Start
Start meeting on time
Review– state desired outcome
Agree to agenda
Set up ground rules
Assign roles if needed
Parking lot if needed
12. Example Ground Rules Start
Shared responsibility (everyone has an active positive role
in producing results)
Honor time limits
No disruptive side conversations
Listen and consider all opinions of others
Be willing to experiment w/ new ideas or techniques
presented
Cell phones on silent
13. Prepare
BUILD AN AGREEMENT Close Start
Run
Present a proposal
Check for understanding
Check for agreement
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
14. Achieving Agreement Run
OPEN NARROW CLOSE
Narrow your Select best
Gather info & clarify
options approach
Eliminate Dups Straw Poll
Propose
Prioritize (N3) Negative Poll
List
High/Low Matrix Build up/Eliminate
Brainstorm
Advocate Both/And
Clarify
Agree Agree
From @Interaction Associates, Essential Facilitation: Core Skills for Guiding Groups
15. Preventions Run
Keep to agenda and keep on track
Refer to ground rules
Participants can help keep group focused too
Ask open ended questions to generate
participation
Request people reserve judgment
Build an agreement (again and again)
Make process suggestions to keep flow
16. Dysfunctional Behavior Run
Approach privately or
address generally
Empathize symptom
Determine root cause of
problem or behavior
issue
Get agreement on
solution
17. Interventions Run
Boomerang
Regain Focus
Ask/Say What’s going on?
Enforce Process Agreements
Accept/Legitimize/Deal With or Defer
Walk near or by person; Make eye contact
Talk to them during break/afterwards
18. Listening & Reconciling Differences
Run
Bracket your opinions
Repeat/mirroring or paraphrase
Perception check
Open ended, probing questions
Find common ground
Propose options w/o commitment
Build small agreements
19. Big Finish Closing
Evaluate +/delta
Clarify action items
Review Parking lot
Give acknowledgments
Send meeting minutes to all
Communicate w/ stakeholders
Celebrate accomplishments
20. Virtual Meetings
Advance notice, time
zones, limited items
Request preliminary
brainstorming of ideas
Group folks in same
location if possible
Engage a roll-call list
Review ground rules
Use round robins
Detail summary for
understanding
21. Closing
Remember that you are facilitating another person’s
process. It is not your process. Do not intrude. Do not
control. Do not force your own needs and insights into
the foreground.
When the work is done, the group will say: We did it
ourselves.”
Lao Tzu, The Tao Te Ching
22. References and Suggested Reading
The Secrets to Masterful Meetings
Michael Wilkinson, Leadership Strategies
Managing Meetings
Tim Hindle, DK Publishing
Essential Facilitation: Core Skills for Guiding Groups
Interaction Associates
http://www.interactionassociates.com/services/essential-facilitation
Hinweis der Redaktion
Effective meetings involve both the WHAT – content and the PROCESS. Like instructional design… where we are and where we want to be at the end of the session/meeting, use processes to get there. Most problems lie in the process or lack of. –Process is whatsguides the meeting through the agenda, w/ people focused & participating.
Unrelated topicsPark informationReview at beginning
This will help you avoid potential conflicts.
Preparation and starting the meeting right will help avoid conflicts.
Ground rules are impt! Set them up, build an agreement on them, and everyone has shared responsibility to follow. Participants can now call people out on ground rules! This helps to avoid conflict!
This concept can be used throughout meeting and in life. Problems occur in the understanding. Someone presents an idea, people don’t hear it well, misinterpret, have their own opinions and perceptions, etc… then we move forward in meeting and people are in different places. Check for understand maybe restate what was said, does everyone understand this? Then “can everyone live with this?” as you check for agreement. This process will happen many times again and again in your meetings. This build an agreement process will help w/ avoid conflicts.
OPEN:Proposal – “Jim you have thoughta lot of this issues, can you define the prob for us?” Or “who has an issue/suggestion we need the group to consider?”List – “lets list 4 or 5 things …” Or “ I have a list of potential ideas but lets add a few more”Brainstorm –(GUIDELINES: all ideas are OK at this point, defer judging them, build on ideas) “first lets get all our ideas out w/o evaluating them in the next 10 mins” Clarify – (NOTE: you can spend 2/3 of meeting on this but make sure you do it!) “take 5 mins to review this list we generated. Do any need clarification? Does everyone understand them?” NARROWEliminate Dups – (NOTE: if there are any issues on combo from people keep them separate) “any ideas here similar enough that we can combo them?”Prioritize N/3 - Number of items/3 = # of choices per participant. ‘lets try prioritizing the list to see where interest is.” Can use dot stickers or do it out loud.High/Low matrix – rank items into box matrix with 2 sides for low- high impact and low-high effortAdvocate – “we still have several options…. Lets take a few minute to influence each others thinking… bob, tell us whey you think this option you mentioned is a good choice” This can help people really understand this item and lead to compromise.CLOSEStraw poll - tests the level of agreement w/o making a final decision: “ok lets see how we all feel about this… how many want to continue working in this issue today? Looks like most are - anyone not willing to go another ½ hour? Great!” Negative Poll – reach quick agreement on something you suspect everyone supports: “is anyone opposed to taking off #4 from our list?” Build up/Eliminate – facilitates agreement “what could we add to option A to make it work for you?” “is there any way you could combo A &B to get to an agreement?”Both/And – “do we need to choose btw both options or can we try both?”
Make process suggestions: suggest a better path or process if group gets stuck – can also ask group to assist with this; “we seem stuck? Is there a process to help gets up to our end goal?” or even take a breakListen and watch for: Are the agreements clear?Are process suggestions being followed?Are people asking questions?Are there enough creative ideas?How are disagreements being solved?What is the group’s energy level?Are people listening to each other?
Example of interrupter
“kat – you wanted to know whey we are adding extra hours… can anyone explain why to Kat?“Matt you are bringing up a new issue here. I don’t think we we are finsihed with the other one yet. Can you focus on this and then move on to your question next?”“My sense is not everyone agrees? Does anyone else have this feeling?”“We said we were only going to spend 10 mins on this and we are at 20min? Can we table this and move on?” OR “we agreed to brainstorm now and you are starting to evaluate. Lets stay on target”“I hear what you are saying and its impt, but we don’t have enough info to solve the issue so lets wait and defer for next meeting”Sometimes you might just need to talk to someone one on one during a break or after a meeting
Bracket: Internally acknowledge and set aside your own judgment and point of view to hear what the speaker has to say Repeat:“I believe we should stop the project” “ So you think we should stop the project”Paraphrase: “There are no better bananas then those from Hawaii” “so you are saying Hawaian bananas are the best in the world?”perception check: “Last months stats were worse than ever before” “ it sounds like you are disappointed. Is that so?” or You sound confused?”Probing questions: Why? What do you hope to gain or fear?Find common ground by realizing the real issues: issue – position – interest (EX: overtime pay – “i should be paid time and half for this” – I want to be treated fairly)Propose options “ruth given your respective interests, what approach to project planning might be effective? Is there a way for you both to agree on a project guidelines and then like jim run w/ it?”
+ (what worked)Delta (what could be changed or improved)