CONDUCTING EFFECTIVE MEETINGS Meeting Basics Review OVERVIEW Difficult

CONDUCTING EFFECTIVE MEETINGS Meeting Basics Review OVERVIEW Difficult Meetings Case Studies

Session Learning Objectives: Conducting Effective Meetings n n n Understand the basics of meeting management Understand the sources of difficult meeting Understand how to manage difficult meetings

CONDUCTING EFFECTIVE MEETINGS Meeting Basics Review Difficult Meetings Case Studies

WHY HAVE A MEETING n n Have a meeting when absolutely necessary Before you have a meeting ask yourself n n Can you achieve your goal in some other way Will a phone call take care of it Will a face to face conversation take care of it Can I accomplish it with an email

TOP 7 PET PEEVES n n n n No Agenda Late start Meeting wanders Too long Wrong people there Someone dominates meeting No follow up

PARLIAMENTARY PROCEDURES ROBERTS RULES OF ORDER Fundamentals = Order, Speed and Fairness, Courtesy and Respect are essential Basic Principles n n n n Quorum (50%+) must be present to act Majority has the right to decide an action but the rights of the minority must also be protected Full and free discussion is a basic right of all members Only one question on the table at a time Member must be recognized by the chair Speak once, wait, speak twice No personal attacks or questioning of the motives of a member

MEETING SIZE n SMALL VS. LARGE n Small n n n Generally 3 to 5 individuals Allows for good communication between individuals Eliminates side conversations among individuals Good Chance for problem solving Provides for good feedback All participants are active

n Large n n n Generally 10 or more Provides for greater diversity Does not always allow participation from the entire group Often individuals will be silent letting a small number dominate the conversation Side conversations tend to occur more often All participants need to take turns speaking and when not speaking, actively listen to the one speaking

CONDUCTING AN EFFECTIVE MEETING There are 4 Phases to consider for your meeting 1. Plan the Meeting 2. Setting up the Meeting 3. Running the Meeting 4. Following up on the Meeting

PLANNING THE MEETING n n n Determine the Goals of the Meeting Decide who needs to be there Do your homework Plan with others Good Agenda counts. Keeps you on track Length of meeting is appropriate

SETTING UP THE MEETING n n n Set a Start and End Time and follow it Send material out in advance to all those attending If someone is presenting make sure they know it in advance – include in agenda Proper meeting space Have informal time before/after the meeting

RUNNING THE MEETING n n n n n Do introductions Go though the agenda Encourage participation Keep the discussion on track Provide open and free conversation If there is conflict - focus on the issue Make assignments with due dates Summarize what has been discussed Follow up

FOLLOWING UP ON THE MEETING n n n Get feedback from members on the meeting Make follow up calls or follow up actions Summarize the meeting n n Make sure action items are listed and who is responsible Send out to all those in attendance

CONFERENCE CALLS n n n Designate note taker Identify yourself when you speak Call on those that are silent Poll all to get agreement Solicit feedback Finish with assignment review and TO DO LIST

CONTRIBUTIONS YOU CAN MAKE n n Be an active participant Pick a topic and provide input Procedural Suggestions Content Suggestions

GOOD MEETINGS n n n n Organized / Structured There is preparation Advance information sent out Start on time Length of meeting is appropriate Conversation free & open Follow up Everyone at the meeting is responsible for making the meeting a success.

CONDUCTING EFFECTIVE MEETINGS Meeting Basics Review Difficult Meetings Case Studies

SOURCES OF DIFFICULT MEETINGS n n n Failure to employ basic meeting management Schemes and hidden objectives Conflicting personalities in the meeting Political agendas and outside influences from superiors of those at the meeting Etc.

SCHEMES AND HIDDEN OBJECTIVES n n n Preparation Try not to pick sides Involve the group If its not related to the Mission, understand the concern and defer to another time Integrity vs. reality

CONFLICTING PERSONALITIES n n n Stay focused on issues not personalities Confront the conflict Get participation from others

POLITICAL AGENDAS n n Have your ear to the ground ahead of time Know how much power you have and don’t have Try not to burn bridges Stay legal

Managing Difficult Meetings n n n n Use the agenda as ground rules Have the group decide Be honest Courage and Good Humor – Your running it Focus on the mission Accept, deal, or defer to the group Take a break

CONDUCTING EFFECTIVE MEETINGS Meeting Basics Review Difficult Meetings Class Participation – Anyone have a story