Effective Meetings Jim Coaker coakerjasme org Coaker Co

Effective Meetings Jim Coaker coakerj@asme. org Coaker & Co. , PC

Overview �Why meet ? �What goes into making a meeting productive ? Ø Ø Elements of preparation Techniques �Leadership dynamics �Evaluation Coaker & Co. , PC

Our Objectives Today �Engage your minds �Stimulate thinking �Plant seeds for your professional growth �Benefit from network �Have fun Coaker & Co. , PC

Your Job as a Leader �You are the catalyst Ø Big picture objectives up front Ø “Policeman of due process” Ø Coach Ø Sage Ø Sounding board Coaker & Co. , PC

Basics …. Why are We Meeting ? �Define purpose and objective Ø Give information Ø Get information Ø Drive action Ø Foster understanding Coaker & Co. , PC

Cost / Benefit Analysis �Labor cost – participants (Annual salary/2000) X 1. 5 = cost / hr �X number of participants �Add cost of venue / media / logistics Coaker & Co. , PC

Cost / Benefit Analysis Cost is acceptable PROVIDED benefit or value gained exceeds this cost Coaker & Co. , PC

Advance Planning �Focus on objectives Ø KISS principle �Prepare an agenda, including approximate time duration for each item Ø Distribute in advance with pre assignments if appropriate �Plan and prepare handout material Coaker & Co. , PC

Determine Who Should Attend �Key players / decision makers �Resources … who has the right information ? �Action players Coaker & Co. , PC

Avoid �Meeting just to meet �“Me too” attendees Coaker & Co. , PC

Preparation �Agenda with time targets �Considerations relative to venue / setting Ø Face to face (3 D) Ø Video conference Ø Teleconference Ø Virtual Coaker & Co. , PC

Preparation �Advance materials Ø Pre meeting reading / background material Ø Preparation / assignments Ø Visual aids �Be from Missouri Ø Systems check … room setup, HVAC, lighting, video, audio, projector, controls, flip charts, marker boards … v Double stitch staff support when it applies Ø For video or teleconference, check system in advance Coaker & Co. , PC

And above all else, be prepared for the unexpected ! Coaker & Co. , PC

Running the Meeting �Your attitude determines your altitude �Participant demographics Ø Create a positive environment Ø If group is new, possibly use an ice breaker �Start on time �As a “policeman of due process” Ø Keep discussion on track Ø Law of Confucius Ø Sense tempo Ø Fact vs opinion / assumptions Coaker & Co. , PC

Running the Meeting �Maintain an environment which is constructive, productive AND fun �Appropriate humor is good Ø If you need a lightning rod, YOU are it ! Ø Use humor in good taste Ø Beware of cultural differences �Parking lot Coaker & Co. , PC

Running the Meeting Axiom of human nature Tell me, I’ll forget Show me, I might understand Involve me, I’ll remember Coaker & Co. , PC

Meeting Challenges �Mouthpiece �Naysayer �Individual with personal agenda �Non player – passive �Heckler Coaker & Co. , PC

Running the Meeting �When you’ve reached the end of your agenda and accomplished the meeting objective �Summarize action points Coaker & Co. , PC

Post Meeting Evaluation �Key Question – “As a result of this meeting, who is to do what, when ? ” �Importance of distributed written minutes Ø Confirm and solidify understanding of action items Ø Mechanism for calibration Coaker & Co. , PC

Closed Loop Feedback �Evaluation form by participants before meeting adjourns �Check with individual participants for a thermometer reading �Review results in light of objectives Ø Did meeting accomplish objective ? Ø Gap analysis … Three part question v v v What should we do we’re not doing ? What should we not do ? What should we do differently ? Coaker & Co. , PC

Summary �Know the objective �Plan, plan ! �Advance preparation �D Day �Closed loop feedback Coaker & Co. , PC

Resources �Internet �Library / literature �Mentors �Style ideas from meetings you have attended Coaker & Co. , PC

As you travel on life’s byways, Whatever be your goal Keep your eye upon the donut, And not upon the hole ! Coaker & Co. , PC

Coaker & Co. , PC