3. Running Effective Meetings
Pacific North West Drupal Summit
Why are meetings so important?
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! âŻIf run right, they can help us focus & motivate our team and our
clients
! âŻIf theyâre not run or not run right right, they can derail progress
! âŻThey can be quite costly
5. Running Effective Meetings
Pacific North West Drupal Summit
10 Keys to a effective meeting:
1.⯠Do proper prep for all meetings
2.⯠Pre-publish agenda & assign roles
3.⯠Start on time
4.⯠Set ground rules
5.⯠Review agenda
6.⯠Fix responsibilities
7.⯠Stick to agenda
8.⯠Summarize
9.⯠Finish on time
10.âŻDocument notes and assign tasks
6. Running Effective Meetings
Pacific North West Drupal Summit
1.
 Do
 proper
 prep
 for
 all
 mee-ngs
Â
! âŻBook
 -me
 to
 create
 your
 agenda
Â
! âŻBook
 -me
 to
 write
 the
 post-Ââmee-ng
 summary
Â
! âŻGive
 people
 adequate
 -me
 to
 prep
 for
 their
 roles
Â
! âŻCommunicate
 clear
 expecta-ons
 of
 whatâs
 required
 from
 each
 contributor
Â
! âŻDo
 a
 dry
 run
 for
 any
 important
 mee-ngs
Â
Â
7. Running Effective Meetings
Pacific North West Drupal Summit
2.
 Pre-Ââpublish
 an
 agenda
 &
 assign
 roles
Â
! âŻAsk
 yourself,
 âwhat
 is
 the
 desired
 outcome?â
Â
! âŻAnd
 âwhat
 are
 the
 key
 decisions
 to
 be
 made?â
Â
! âŻReview
 carry
 forward
 items
 to
 be
 added
Â
! âŻAssign
 responsibili-es/roles
 and
 start
 -mes
Â
! âŻAssign
 &
 train
 -me
 keeper
 and
 minute
 taker
Â
8. Running Effective Meetings
Pacific North West Drupal Summit
AGENDA
Â
ImageX
 Lounge
 Upgrade
 Planning
 Commi9ee
 Mee;ng
 Agenda
Â
Oct
 2,
 2013
Â
2:00
 â
 2:30
 PM.
 Boardroom
 â
 Skype
 Audio,
 Join.Me
Â
Â
Â
A9endees
Â
AJ,
 Trent,
 Angela,
 Bre.,
 Aaron,
 Michael,
 Sam,
 Sangeeta,
 Gabrielle
Â
Â
Â
Time
Â
Â
Â
 Item
Â
Â
Â
Â
Â
 Owner
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2:00
Â
Â
Â
 Welcome
 &
 Agenda
 Review
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 BreU
Â
2:05
Â
Â
Â
 Placement
 of
 Massage
 Chair
Â
 Angela
Â
2:05
Â
Â
Â
 Leather
 couches
 or
 cloth
 sec-onal?
 Sam
Â
2:10
Â
Â
Â
 Bubble
 or
 Air
 Hockey?
Â
Â
 AJ
Â
2:15
Â
Â
Â
 PS4
 or
 Wii?
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Â
Â
Â
Â
 Trent
Â
2:20
Â
Â
Â
 Budget
 Update
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Â
Â
Â
 Gabrielle
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2:25
Â
Â
Â
 Parking
 lot
Â
Â
Â
Â
 BreU
Â
2:30
Â
Â
Â
 Adjourn
Â
Â
Â
Â
 BreU
Â
9. Running Effective Meetings
Pacific North West Drupal Summit
3.
 Start
 on
 -me
Â
! âŻShow
 up
 early
 so
 youâre
 prepped
 and
 ready.
Â
Â
! âŻTest
 all
 technology
 well
 enough
 in
 advance
Â
! âŻStart
 EXACTLY
 on
 -me!!
 Never
 late,
 never
 wait
Â
Â
 Respect
 those
 who
 show
 up
 on
 ;me!
Â
! âŻSay
 to
 whomever
 is
 there:
Â
Â
 âOkay,
 weâre
 star?ngâ
 (Even
 if
 just
 one
 person
 is
 there)
Â
10. Running Effective Meetings
Pacific North West Drupal Summit
4.
 Set
 ground
 rules
Â
! âŻWe
 will
 stop
 you
 if
 we
 run
 out
 of
 -me
Â
Â
! âŻOne
 person
 talking
 at
 once
Â
! âŻBe
 respecdul
Â
! âŻNo
 smartphones
 or
 laptops
Â
11. Running Effective Meetings
Pacific North West Drupal Summit
5.
 Review
 agenda
Â
Â
! âŻAgenda
 review
 helps
 keep
 the
 mee-ng
 on
 track
Â
! âŻReview
 objec-ves
 at
 the
 same
 -me
Â
! âŻGet
 buy
 in.
 Some-mes
 you
 may
 ask:
Â
âWhat
 are
 you
 hoping
 weâll
 accomplish
 today?â
Â
12. Running Effective Meetings
Pacific North West Drupal Summit
6.
 Fix
 responsibili-es
Â
! âŻAt
 the
 end
 of
 each
 item
 ask:
Â
 âWHOâs
 responsible
 for
 doing
 WHAT
 by
 WHEN?â
Â
! âŻMake
 sure
 assignee
 agrees
 to
 work
 verbally
Â
13. Running Effective Meetings
Pacific North West Drupal Summit
7.
 S-ck
 to
 your
 agenda
Â
! âŻGive
 people
 -me
 warnings:
Â
 â2
 minutes
 leHâ,
 â30
 seconds
 to
 wrap
 upâ
Â
! âŻUse
 a
 parking
 lot
 for
 oďŹ
 topic
 items
Â
14. Running Effective Meetings
Pacific North West Drupal Summit
8.
 Summarize
 decisions
 and
 ac-on
 items
Â
! âŻReview
 speciďŹc
 decisions
 made
Â
! âŻReview
 ac-ons:
 Who,
 What,
 When?
Â
15. Running Effective Meetings
Pacific North West Drupal Summit
9.
 Finish
 on
 -me
Â
Â
! âŻStand
 up
 and
 say
 âOk,
 weâre
 doneâ
Â
16. Running Effective Meetings
Pacific North West Drupal Summit
10.
 Document
 notes
 and
 assign
 tasks
Â
! âŻOutline
 carry
 forward
 items
Â
! âŻSend
 wriUen
 key
 decisions
 and
 ac-on
 items
Â
Â
(with
 owners)
 to
 aUendees
Â
17. Running Effective Meetings
Pacific North West Drupal Summit
Secrets for a successful client meeting
! âŻFirst impressions matter
! âŻKnow your audience
! âŻProper preparation
! âŻEnergy & confidence
! âŻStrong leadership
! âŻBe aware of potential fires
! âŻReflect back (strong listening skills)
! âŻInclude relational element (ie. Light chat,
icebreakers?)
! âŻMaintain structure & efficiency
18. Running Effective Meetings
Pacific North West Drupal Summit
Ques-ons
 for
 discussion
Â
! âŻWhat
 are
 common
 problems
 you
 face
 in
 mee-ngs?
Â
! âŻWhat
 are
 some
 of
 the
 keys
 youâve
 found
 to
 running
Â
Â
eďŹec-ve
 mee-ngs?
Â