1. Facilitating Awesome Meetings Vicki Stasch, Management Consultant, 733 -0634, vickistasch@comcast.net vickistasch@comcast.net www.vickistasch.com

2. To lead people, walk beside them. As for the best leaders, the people do not notice their existence. The next best, the people honor and praise. The next, the people fear; And the next, the people hate. When the best leader's work is done, the people say,"We did it ourselves!" Lao-tsu

3. Best and Worst Meetings

4. Meeting Assessment n Start/end on time n Encourage participation n Managing disruption n Encourage question asking n Listening to others n Being respectful n No put downs, attacking, baiting or belittling n No parking lot agendas n Expressing where you stand n Moving group toward decisions n Open minded-mind not made up prior n Not taking conflict personally n No plotting with others prior n Complimenting others n Being brief/succinct n Feeling free to express opinions n Making decisions after everyone is heard n No baggage carrying

5. Meeting Facilitator & Leader’s Roles n Establish and adhere to a time line n Be a neutral person for the group n Listen and clarify: listen twice as much as you talk n Solicit input from everyone n Discourage domineering or judgmental behavior n Keep the discussion on focus n Offer your input at the end/at the beginning only if the group is struggling

6. Meeting Monitor Role n n Helps facilitator by reminding of time lines n n Signals the group when ground rules are violated-ground rules are posted n n Reminds the facilitator when everyone has not had input n n Is a second set of eyes and ears to insure the meeting flows well

7. Tips for Facilitating n n Arrive early to set up room and materials, post the agenda and greet people. n n Always have writing boards/markers or a lap top computer/projector. n n Assign a note or minute taker. n n Start session with introductions, purpose of session, agenda review and clarifying your role. n n Set or review ground rules or code of conduct with the group plus the mechanism to monitor

8. Tips for Facilitating n n Rotate long and short items. n n Rotate controversial and non- controversial items. n n Start on time and don't review for late arrivers. n n Put really important items throughout the agenda. n n Move reports around on agenda. n n Build agenda for next meeting.

9. Techniques to Involve People n n To start a discussion, write a question(s) on a board and ask the group in pairs to respond. n n Use small group discussions (3-7 people) to get everyone participating. n n Use structured Brainstorming to gather a lot of information quickly: go around room asking for each person’s brief ideas which are recorded.

10. Techniques n n Use consensus building to move ahead on a decision or outcome. Consensus is “we can live with this”, not necessarily - “we all agree” n n Have group members write prior to verbal discussion: post-it notes, 3x5 cards, on posted paper pads. n n Use video tape(s) as a tool to get group focused

11. Techniques n n To manage the long winded or domineering members, refer to ground rules or ask them to summarize in ten words or less. n n To involve the silent members, use small groups or pairings. n n To get everyone’s input, pose the question then move “round robin” around the room asking for each person’s input in 20 words (or 1 minute each).

12. Meeting Follow up n n Keep notes of the actions and agreements with dates assigned n n Address unresolved issues and agendize for next meeting n n Summarize or offer meeting closure n n Ask participants about what worked and did not n n Insure notes or minutes are distributed

13. Using Parliamentary Procedure n n To introduce business : “I move that--” n n To end debate: “ I move the previous question” n n Amend a motion: “I move this motion to be amended by--” n n Object to procedure or to personal affront: “Point of order”

14. Practice Activity n n Each table will be given a meeting situation or behavior to address. n n Develop a plan and demonstrate it to us using one or more of the tips presented, your own interventions or develop a creative new way.

15. Thank you & Happy Meetings