Design the Meeting Everyone is Eager to Attend

Designing Effective Meetings:
SM
10 Essential Elements

Introduction Experience

©Mindful Innovation, Inc. 2013

Check In
“I arrive to this session feeling _______."


Reflect
• How was it to share your feeling?
• How was it to hear from others?
• What shifts, if any, did you notice?


Purpose
See the potential to:
• Engage every meeting participant to have
greater impact
• Improve performance
• Create the outcomes you need to get the job
done more efficiently


Participant Roles
1) Evaluator
2) Participant
Provide feedback in an online survey
Opportunity to sign up for next step offerings of different
programs to take a deeper dive into this material.


Focus on a Meeting


The Elements


Creative illustration


Model and Worksheet


4 Themes
• The content is not new but it is new
• This model is scalable
• Do it our way and do it your way
• Go slow to go fast; go deep to go far


1. Prepare
Make ready beforehand for a specific purpose.
1. What is at stake for the team/organization?
2. Is the meeting necessary?
3. Who should attend and what are their
roles/responsibilities?


2. Care
Get connected to what matters for full participation.
1. What is important to you about this meeting/event?
2. What is the potential positive impact for those who
may be attending?
3. How will we create a welcoming environment that
invites everyone to engage?


Exercise

1. FROM: What is the challenge?
2. TO: What is the opportunity?
As it relates to designing effective meetings.


3. Agree
Create safe space for authentic engagement.
1. How will we create "safe space?"
2. How will we design our partnership alliance?
3. How will we insure an efficient and effective process?


Process Norms
• What is said here stays here (confidentiality)
• Ask for what you need and offer what you can
• Challenge by choice
• Presume positive intentions
• Value every voice and see/honor different perspectives
• Encourage an open/possibility mindset and innovative
options
• Allow for pauses and processing time
• Have fun
• Other?

Procedural Norms
• If you cannot attend the meeting you may send a
representative in your place
• Start and end on time
• Cell phones off
• Assign roles to support an effective group process (e.g.
facilitator, time keeper, scribe, process observer)
• Final decisions made cannot be changed by members
who are not present


4. Connect
Build familiarity to create community.
1. How will we "hear all the voices?"
2. How will we discover who we are and what we care
about ?
3. How will we discover what we can create together?


Connection Questions
• What's important to you about this meeting?
• How are you feeling right now?
• What are you celebrating today?
• What do you appreciate about (team member)?
• What are you willing to let go of? What are you ready to
make room for?
• What's our greatest opportunity?
• What's at stake if we are successful?


5. Focus
Produce a clear image of what we will create together.
1. What background information needs to be shared?
2. What is the desired impact? (How will people feel?)
3. What are the desired outcomes? (What will people do?)


Impact
You will leave feeling inspired to experience more
because you see the potential for this methodology.


Impact
• Clear
• Confident
• Committed
• Curious
• Energized
• Connected (to the mission)
• Connected (to others)
• Trusting
• Valued
• Challenged (e.g. to grow)


Outcomes
• By the end of this session, participants will learn
about the essence, importance and critical questions
for Designing Effective Meetings: 10 Essential
Elements.
• By the end of this session, participants will identify a
take away and one action they may take to practice
their learning.


Outcomes
Objectives of your meeting ideally stated in a
way that is specific, measurable, achievable,
realistic and timely.


6. Explore
Discover and integrate to fulfill our purpose.
1. How will you conduct yourself during this meeting?
2. What formats will promote essential conversation?
3. How will we harvest the wisdom in the room?


Conversation Formats



Think - Pair - Share: Pose a question and give
participants a few moments to think about the question.
Pair up to talk about the answer each person came up
with. Pairs share their thinking with the larger group.



Calibration (Spectrogram): An interactive exercise
which highlights the range of perspectives in a group. A
facilitator asks a question and participants line up along
a continuum.


How comfortable are you exploring
new ideas?
Mindset: “Notice without judgment”
On the continuum:
•
•
•
•

1 = Risk Avoidant
2 = Cautious
3 = Curious
4 = Cliff Diver

1

4

Calibration
• At this moment, how likely are you to apply
what you've learned so far to your work.
• Mindset: “Notice without judgment”
Where are YOU?: 0 (Don’t Know) to
1 (not likely) 3 (may be likely) 5 (highly likely)
FIST (0)

FIVE (5)

Don’t know

Highly likely



Powerful Questions: A powerful question evokes
clarity, action, discovery, insight, or commitment. It is an
inquiry that creates greater possibility, new learning and
clarity.


What's wanting to happen in
my/our meetings?


7. Acknowledge
Express appreciation for strengthening connection.
1. Who and/or what are we grateful for?
2. Who and/or what do we want to celebrate?
3. How will we express our appreciation?


8. Evaluate
Reflect to adjust and refine.
1. What worked?
2. What would you like to be/do more, less or different?
3. What have we learned and how does that inform next
practices?


Critical Questions
WHAT WORKED? (e.g. "I liked..." or "I learned...")
About the context?
About the people?
About the process?
Other?

WHAT DIFFERENT? (e.g. "I liked..." or "I learned...")
About the context?
About the people?
About the process?
Other?

WHAT MORE? (e.g. "I liked..." or "I learned...")
About the context?
About the people?
About the process?
Other?


9. Commit
Trust we will be accountable and follow through on
next steps.
1. Who will do what?
2. By when?
3. How will we know?
4. What might get in the way and how will we
accommodate?


Commit
What action will you take?


10. Close
Intentional completion to end well.
1. What do you need to say or do to have closure
for now?
2. What is your learning or take away?
3. How will we close together?


Take Away
What do you want to remember?


www.mindfulinnovation.com

Design the Meeting Everyone is Eager to Attend

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Was ist angesagt?

Was ist angesagt? (20)

Ähnlich wie Design the Meeting Everyone is Eager to Attend

Ähnlich wie Design the Meeting Everyone is Eager to Attend (20)

Mehr von Mindful Innovation, Inc.

Mehr von Mindful Innovation, Inc. (10)

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

Design the Meeting Everyone is Eager to Attend