EFFECTIVE MEETINGS: Producing Results Rosemary Madnick Assistant VP, Research Administration Los Angeles Biomedical Research Institute Research Administration Office Christine Pacheco Sr. Contract & Grant Administrator University of New Mexico School of Medicine Region VI/VII Spring Meeting 2010

Conduct a good meeting? YouTube - Meaningless Meetings Develop a purpose Determine attendance Conduct the meeting Follow up with action items Monitor action items

Create Your Roadmap - Agenda What is the purpose of the meeting? What outcomes are needed? Is the meeting really necessary? What key points should be addressed? Are supporting documents needed? Identify meeting place and time.

Attendees – Who to Invite? Invite key players Attendees should contribute Prior to meeting: ◦Notify attendees of purpose and desired outcomes ◦Set expectations with presenters ◦Identify the note taker

Conducting the Meeting Start (and end) on time Welcome and introduce participants Ground rules Review agenda and set priorities Encourage discussion/feedback Minutes will include results and action items only Saturday Night Live - Meeting

Conducting the Meeting - Continued Stay on topic and place other items in a “parking lot” Reach consensus and reiterate issues Outline action items ◦Deadlines and lead person Debrief meeting ◦Next meeting and topics? ◦Meeting evaluation Thank all participants and volunteers

Follow Up Items Distribute Meeting Minutes ◦Within 2-3 days ◦Include action items assignments Follow up on Action Items ◦Recognize timely progress ◦Unfinished business Meeting Evaluation ◦Periodic review

References California State University Fullerton, Dean of Students Office, “Running an Effective Meeting”, American Management Association International, “How to Identify Your Organization’s Training Needs”, Chapter 12, p , Nonprofit World, “How to Be a Good Facilitator”, p. 26, Society for Nonprofit Organization, Volume 26, Number 6. “Effective Meeting Checklist”, Association Works, Leading Effective Meetings, “Meeting Leader Checklist”, ©1998 QuicKnowledge, Inc. Board Meeting Evaluation Tools, Leadership Team Services, “Meeting Evaluation 1-4”, ©2007 Texas Association of School Boards. CubeNews Video – Meaningless Meetings, Saturday Night Live Video – Meetings, Internal Medicine – Office of Research,

Thank you! Rosemary Madnick Assistant VP, Research Administration Los Angeles Biomedical Research Institute Research Administration Office Christine Pacheco Sr. Contract & Grant Administrator UNM Department of Internal Medicine Office of Research