The Art of Herding Cats: How to Run Effective Meetings that are Productive and that all Enjoy Uniformed Services University of the Health Sciences October 11, 2011 Ted Epperly, MD, FAAFP Program Director and CEO, Family Medicine Residency of Idaho – Boise, Idaho Clinical Professor of Family and Community Medicine University of Washington School of Medicine Past President and Past Chairman of the Board American Academy of Family Physicians

Objectives 1. List the five phases of a meeting. 2. Recite what animal the leader of the meeting should not be. 3. State five of eight items that are good rules of leadership during a meeting.

Herding Cats

Start with the End in Mind

Five Phases of a Meeting 1. Pre-Meeting 2. Starting the meeting 3. The meeting 4. Ending the meeting 5. Post-Meeting

Pre-Meeting Preparation, preparation, preparation! Preparation, preparation, preparation! Communicate with key people Communicate with key people Organized / Clear Agenda Organized / Clear Agenda Action Items vs. Discussion Items vs. Information Items Action Items vs. Discussion Items vs. Information Items Anticipate Ticklish Issues Anticipate Ticklish Issues Understand the Politics Understand the Politics Review Strategic Plan / Work Plan Review Strategic Plan / Work Plan

Starting the Meeting Start on Time Start on Time Welcome! Introductions Welcome! Introductions Inspire! Inspire! Clarify the Ground Rules Clarify the Ground Rules –Who Motions / Who Votes –The Queue –Discussion Time –Be in Charge Set the Tone Set the Tone

The Meeting Preview the Agenda Preview the Agenda Clarify Informational vs. Action Items Clarify Informational vs. Action Items Discussions and Motions Discussions and Motions Conductor and Chef Conductor and Chef Remember its about the team and not about you. Remember its about the team and not about you. Process vs. Content Process vs. Content

The Meeting, cont’d. Keep it Moving Keep it Moving Watch Time Watch Time Extraction Process Extraction Process Keep it Fun Keep it Fun Be Flexible Be Flexible Ensure Voices are Heard Ensure Voices are Heard The Art of Breaks The Art of Breaks

The Meeting, cont’d. Summarize / Clarify Summarize / Clarify Sensitivity to Issues Sensitivity to Issues Neutral / Represent All Neutral / Represent All Delegation Delegation Use of Committees /Sub-Committees Use of Committees /Sub-Committees

Ending the Meeting Final Comments Final Comments Thank People Liberally Thank People Liberally Summarize Actions Summarize Actions Inspire! Inspire! Next Meeting Next Meeting End on Time End on Time

Post-Meeting Debrief with Key People Debrief with Key People Prioritize “To Do” List Prioritize “To Do” List Ensure People are on Track to Get Things Done Ensure People are on Track to Get Things Done Help with Work Help with Work Member – Member Contact / Accountability Member – Member Contact / Accountability The “Longer it Sits the Longer it Sits” The “Longer it Sits the Longer it Sits”

Do it Again at the Next Meeting Do it Again at the Next Meeting Consistency is Important Consistency is Important

Reflect on what went well and what didn’t. Reflect on what went well and what didn’t. What are the lessons learned? What are the lessons learned?

“To grow is to change and to improve is to have changed often.”

“That that does not kill you makes you stronger.”

“All of us are smarter than any of us!”

The Leader as seen by… The Other Team Members

The Leader as seen by… Themselves

Then there are the “Higher Ups”…

Helpful Hints / Lessons Learned Have Fun with This! Have Fun with This! Opportunity – To Make Things Happen Opportunity – To Make Things Happen Sensitivity to Your Group Sensitivity to Your Group Smile Smile Use Humor Liberally and Often Use Humor Liberally and Often Can’t Be All Things to All People Can’t Be All Things to All People

Helpful Hints / Lessons Learned, cont’d. Take the High Road Take the High Road –Integrity –What’s Right for the Academy / Commission / Your Group Work as a Team / Synergy Work as a Team / Synergy Use Questions vs. Direct Confrontation Use Questions vs. Direct Confrontation Not Everyone will Agree Not Everyone will Agree Role Modeling / Teaching Role Modeling / Teaching

What the leader of the meeting should NOT be!

What the leader of the meeting SHOULD be!

Rules of Leadership During a Meeting Develop & Communicate Strong Beliefs Develop & Communicate Strong Beliefs Be Optimistic Be Optimistic Be Courageous Be Courageous Be Ethical Be Ethical Prepare Relentlessly Prepare Relentlessly Understand Teamwork Understand Teamwork Be a Good Communicator Be a Good Communicator Have a Sense of Humor Have a Sense of Humor

Conclusion Remember, it’s about the Team not You Remember, it’s about the Team not You Five Phases of a Meeting Five Phases of a Meeting 1.Pre-Meeting 2.Starting the Meeting 3.The Meeting 4.Ending the Meeting 5.Post-Meeting Prepare, Prepare, Prepare Prepare, Prepare, Prepare Be in Charge / Set Rules / Be Flexible Be in Charge / Set Rules / Be Flexible Stay on Time Stay on Time Keep it Moving Keep it Moving Have Fun Have Fun Thank People Thank People

Questions