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The Charter Partners® Guide Effective Meeting Management

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1 The Charter Partners® Guide Effective Meeting Management
“Good meetings are managed events they just don’t happen!” © Charter Partners USA, Inc. January 2003

2 Remember . . . Plan More . . . Meet Less !
Introduction Introduction This guide has been developed to assist Charter Partners Members in their efforts to hold meetings which are consistent in their level of success, quality and effectiveness. This guide is designed to be continuously enhanced upon as we improve our meeting techniques. We ask you to use this guide when having a Charter Partners related meeting. The principles detailed in the guide may be applied to any in-person, Webex or telephone conference call meeting. The types of meetings where effective meeting management techniques can be applied include: 1.) Group Membership Meetings 2.) Group Committee Meetings, including Executive, Membership or Loss Control and Claims. Your thoughts and suggestions about this guide are welcomed. We hope this guide will be of assistance and we look forward to hearing from you. The Anatomy of an Effective Meeting Preparing for a meeting consists of three (3) Phases. However, as the diagram on the next page indicates, the major portion of the total hours required to hold an effective meeting is dedicated to Phase I of the Meeting Planning Function. Clearly 40 to 60% of the total time needs to be dedicated to the Planning Function. The time required to hold the actual meeting, Phase II, (assuming it has be well planned), generally requires about 10 to 20% of the total time, with the Post Meeting Work, Phase III, using about 30 to 40% of the total time. By way of example, the “Rule of Thumb” for a three (3) hour meeting indicates that approximately ten (10) hours of planning and seven (7) hours of Post Meeting Work is required. As you read through this guide, keep in mind what makes for an ineffective meeting. A survey of some 635 executives indicated the following are some of the characteristics of an ineffective meeting: Drifting off the subject Lack of, or poor preparation Lack of listening Verbosity of Participants Length This guide is designed to assist you in staying away from these pitfalls and increasing the effectiveness of your meetings. Remember Plan More Meet Less !

3 Effective Meeting Management
As the following diagram indicates, the major portion of the time involved in holding a meeting is dedicated to the planning function. The Anatomy of a Successful Meeting PHASE I Meeting Planning 40-60% Purpose of the Meeting Agenda Participants Facility, Location, Room Set-Up Mind Sync Compose the Meeting Realistic Outcomes PHASE II The Meeting 10-20% PHASE III Post Meeting 30-40% State purpose/s of the Meeting Review Agenda & Solicit Additional Expectations Review Meeting Rules and Tools Champion Member Leads the Meeting Champion Producer – “Sideline Coach” Meeting Debrief and Ranking Schedule Next Meeting Date Publish Summary of Meeting Follow-Up and Follow-Through Parking Lot Issues Begin Planning for Next Meeting Incorporate Improvements

4 PHASE I The Planning Function
Plan the Meeting 40-60% of the total time is spent here: Purpose of the Meeting Agenda Participants Facility, Location, Room/s Set-Up Mind Sync Compose the Meeting Realistic Outcomes

5 PHASE I The Planning Function ((cont.))
Purpose of the meeting, i.e. Share information Solve problems Review, discuss, develop ideas Plan, Establish committee/s, Delegate work Make decisions Validate - build support

6 PHASE I The Planning Function (cont.)
Agenda Obtain input from all Participants Include timing for each section Should communicate leader’s expectation/s Provides process for order and control Limit total number of tasks Measure success/failure of meeting See Sample Agenda below: Notes:  Membership Meeting  (Date) (Location) 8:30 am Continental Breakfast 9:00 am Meeting Starts Welcome Introductions Read Pre-meeting statement Rules of the Meeting  Time Keeper volunteer Expectations 9:15 am Morning Work Session (List items) with estimated timings 10:15 am Break 12:00 pm Lunch 1:00 pm Afternoon Work Session List items with estimated timings 2:15 pm Break 3:30 pm Meeting Summary Review Expectations/Parking Lot Rank Meeting Schedule next meeting 4:00 pm Adjourn Questions to ask while planning an agenda: - Why is the meeting being held? - Who needs to be present? - What process will be used to accomplish my meeting expectations? - What action needs to occur as a result of the meeting? Agendas should be published in advance and state: - Meeting purpose/s - Process to be followed

7 PHASE I -The Planning Function (cont.)
Participants Invite all necessary people to achieve successful outcome Review and discuss all presentations with presenters prior to meeting Establish which participant/s will lead which item/s on the agenda Facility, Location, Room/s set-up (see Attached Diagram) Meeting location as convenient as possible to all Room needs to fit the number of participants Lighting, sound and AV equipment as appropriate Flip charts (minimum of two) Charter Partner plaques and meeting tools Food and beverages

8 PHASE I -The Planning Function (cont.)
Mind Sync Pre-meeting conversation with all participants Identify potential issues Participants need to be informed of all issues Participants need to be pre-positioned on issues No surprises! Compose the meeting Final agenda Time frames Purpose Review agenda with Champion Leader agenda to all Participants Coordinate presenters Risk Control Claims Guests Post meeting information on Group’s website

9 PHASE I -The Planning Function (cont.)
List Realistic Outcomes What outcome will have made the meeting a success or failure Example: New concept communicated to all Participants Agreement by Participants on new policy Modification to By-Laws, discussed and approved

10 Execute the Meeting Plan
PHASE II The Meeting Execute the Meeting Plan 10-20% of the total time is spent: State purpose/s of the meeting Review agenda and solicit additional expectations Review meeting rules and tools Champion Member leads the meeting Champion Producers becomes as “Sideline Coach” Meeting debrief and ranking Schedule next meeting date Enjoy Participate Be result oriented Be positive and listen actively Acknowledge thoughts or ideas Be constructive, build on each other’s contributions

11 PHASE II -The Meeting (cont.)
The Champion Producer (Facilitator) starts the meeting with: State the purpose of the meeting, review agenda and solicit additional expectations Start the meeting on time/Introduce yourself Make sure all new Participants are introduced Validate/review, the agenda/timing and the desired result/s Approval of last meeting minutes Clarify roles: Champion Member/s as Meeting Leader/s Champion Producer as Facilitator Confirm all of the Participants expectations Your effectiveness is judged on how you handle a meeting Facilitation Time Management

12 PHASE II -The Meeting (cont.)
Review Meeting Rules and Tools Trust Towel and Note Pad: Have new Member present Review “Coin” acknowledgement for good ideas Obtain volunteer to become Time Keeper-Bell and Clock Establish “Parking Lot” and Expectation Flip Chart List expectations Have Participant read pre-meeting statement At this point the Champion Producer (Facilitator) turns the meeting over to the Champion Member

13 PHASE II -The Meeting (cont.)
Champion Member Leads the Meeting At this point, the meeting is “turned over” to the Members The meeting is lead by the Champion Member/s Champion Producer is the Meeting Facilitator of the entire meeting Champion Producer becomes “Sideline Coach” Once the meeting is turned over to the Champion Member, the Champion Producer assumes the role of “Sideline Coach”. Champion Member has been prepared (prior to the meeting) to lead the Members through the agenda to achieve the meeting expectations. As the Meeting Facilitator, the Champion Producers responsibilities include: Assuring that the meeting stays on track “Outside” issues are placed in the parking lot Time frames are adhered to All of the Participants are participating The room environment is appropriate, lights, heat/air conditioning, noise levels etc. On time breaks and re-starts Debrief and ranking occurs Parking lot issues are discussed or placed on next meeting’s agenda Next meeting scheduled Signage placement in room Lobby signage guides attendees to meeting room

14 PHASE II -The Meeting (cont.)
Meeting ends with meeting de-brief and ranking of meetings Review whether or not meeting met expectations Rank the meeting on a scale of 1-5 (5 being Excellent) Determine what might have been done differently that would improve the next meeting List agenda item/s for next meeting i.e. perhaps “Parking Lot” items Schedule next meeting date Have agreement from Participants on next meeting date, including location and time

15 PHASE III Post Meeting Review
Hold Post Meeting Review 30-40% of the time is spent on Post Meeting Activities: Publish “Summary of Meeting” Follow-up and follow through Begin work on Parking Lot issues Begin planning for next meeting Incorporate improvements

16 PHASE III Post Meeting Review (cont.)
Publish on Website and a “Summary of Meeting” document to all meeting Participants Include: Agreed to decisions Open Items Date, location and time of next meeting Follow-up and follow-through on all items requiring such effort based on the results of the meeting Work on Parking Lot issues Incorporate improvement into next meeting process Begin planning for next meeting including feedback conversation with Participants of the meeting

17 Roles of the Facilitator
Roles of the Meeting Participant Roles of the Leader Roles of the Facilitator “Must have ownership of the meeting”…sets the objective Sets the tone, is the role model Encourages creativity Fosters process to decisions May sometimes assume the role of Facilitator Speaks in terms of “We” instead of “I” Guides the process Makes it “safe” for everyone to participate Monitors every aspect of the meeting Environment Food and Beverages Participant participation Alert for Parking Lot issue Records group ideas and decisions Keeps group on track Roles of the Members Leadership is shared by the Participant All Members take a personal responsibility in decision quality and group processes: Contribute ideas Adhere to agenda Follow the rules of the meeting Members sometimes may assume role of Facilitator

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