Meeting seminar 2 copy
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A one hour presentation on how to run effective meetings with resources listed at the end.
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Meeting seminar 2 copy
- 1. building your brand equity through effective meetings and communication anne lueneburger, phd northofneutral.com @northofneutral copyright www.northofneutral.com
- 2. enabling you to distinguish your personal brand based on the meetings you will lead • WHY: the value of good meetings • HOW: making your meetings good objective copyright www.northofneutral.com
- 3. • the anatomy of a bad meeting • from bad to good: the tipping point • the anatomy of a good meeting the value of good meetings Source: Scott Adams copyright www.northofneutral.com
- 4. The portion of time not devoted to meetings diminishes drastically with increased seniority. From the executive perspective, what are the telling symptoms of bad meetings? anatomy of a bad meeting length 0 10 20 30 40 50 60 70 80 90 100 verbose participants lack of listening unproductive poor preparation drift from subject Source: Achieving Effective Meetings, Bradford D. Smart in a survey of 635 executives copyright www.northofneutral.com
- 5. meeting productivity increases drastically after a threshold investment in preparation from bad to good: the tipping point 0 10 20 30 40 50 60 low medium high meeting productivity (perceived) preparationtime(minutes) Source: MCI Conference White Paper • Rule of thumb: one minute of preparation per minute of meeting time copyright www.northofneutral.com
- 6. Q: “what makes a good meeting?” anatomy of a good meeting Source: GM Consultants publish an agenda engage the right people record minutes address each agenda item pursue a clear purpose ensure active participation define follow-up 0 10 20 30 40 50 60 70 80 90 100 percent of respondents copyright www.northofneutral.com
- 7. making your meetings good copyright www.northofneutral.com
- 8. 1. define the purpose and desired outcome of the meeting 2. ask yourself: could your purpose be accomplished though other means? Is a meeting your best option? people • stakeholders: who needs to be in the room? • collaborators: who can help prepare for the meeting? • contributors: what roles will you need to assign? schedule • duration: length of the meeting (think 40 min) • structure: breaks and hard start vs. hard end • timing: the 7.30a brigade and the lunch club define the basis for the meeting copyright www.northofneutral.com
- 9. prepare for a productive meeting content • clearly state purpose and desired outcome • assemble background information • prepare your agenda: process vs. planning vs. decision logistics • where: location and seating • how: technology, lighting, temperature • other: pre-meeting materials, handouts, food leadership • assign roles: e.g. secretary and subject matter expert • define decision-making process: majority/consensus/leader copyright www.northofneutral.com
- 10. time • arrive early • start on time • end on time (or earlier!) people • introduce members if not familiar • define roles leadership • reiterate objective, establish ground rules and manage interruptions • lead the meeting: focus on agenda by guiding, coaxing, embracing humor… • focus on outcomes: track and record results • structure deliverables: who will do what by when? • thank participants lead the meeting … copyright www.northofneutral.com
- 11. pace yourself towards your purpose … with a bell-shaped agenda welcome easy topics: • who takes minutes • announcements • upcoming events easiest topics • end on a positive note • good time for member recognition difficult issue discussion only: • hardest item for subsequent meetings copyright www.northofneutral.com
- 12. content • within 24 hours write and distribute meeting minutes: topics discussed, decisions made, deliverables and individual accountabilities people • who/ what/ when • who else will need to receive the meeting minutes • get feedback on meeting effectiveness leadership • monitor progress and hold individuals accountable • report progress back to attendees and other stakeholders • celebrate wins publicly; criticize privately follow up on the meeting copyright www.northofneutral.com
- 13. resources • „You are where you sit‟, Business Week, 2007 • „Creating and delivering persuasive presentations‟, HBS, 2007 • „Running Meetings‟, Harvard Business School Pocket Mentor, 2006 • „Effective Communication‟, HBR, 1999 • „How to run an Effective Meeting‟, B.L.Shoop, Focal Point, October 1996 • „Meetings in America: A study of trends, costs and attitudes…‟,MCI, 1998 • „How to make meetings work‟, Doyle/Strauss, Berkley Publishing, 1993 • „Fewer Camels, More Horses: Where Committees Go Wrong‟, H.C. Wedgewood, Personnel, v. 44, No. 4, 1967 • Society of Professionals in Dispute Resolution: www.spidr.org • Management Information software: SMART Meeting Pro • Web based collaboration: http://sixrevisions.com/tools/15-free- tools-for-web-based-collaboration copyright www.northofneutral.com