Please Don’t Make Me Go To Another Meeting Max Chauvin 10+ Ideas To Make Your Next Meeting One People Want To Come To

Meetings Drive Me NUTS Because

Effective Meetings Short & to point Well organized Everyone gets to contribute Everyone is needed Necessary people are in room Disagreement is ok Conflict is resolved Decisions get made Action is planned and initiated Fun

O A R R Objectives (Results required) Agenda (Process: how are we going to achieve the objective) Roles (What needs to be done) Responsibilities (Who is going to do it)

Objectives What is the specific result required from this meeting? Reason #1 – Provide information Reason #2 – Collect information Reason #3 – Develop options Reason #4 – Make decisions Reason #5 – Planning Reason #6 – Human contact / team building Reason #7 – _______________________

Building Agenda All of the agenda linked to objective(s) Item number Expected time Item description Responsibility Information / discussion / decision Specific outcome

ItemTimeItem TypeDescriptionWhoFocusOutcome 18:30pm WelcomePierreInfo 28:35pmGovern Process Approval of the Agenda MaxDecisionMotion 38:40pmGovern Process Approval of Feb.7-9 Minutes MaxDecisionMotion 48:45pmEndsEnds Document LenDiscussVerify content 58:55pmGovern Proc Ends 2004 Business Plan RickDecisionMotion to circulate 69:35pmGovern Proc Ends 2004 BudgetRickDecisionMotion to circulate 79:50pmGovern PMeeting EvalKarenDiscussImprove 89:55pmGov. Process Adjournment DecisionMotion Sample Agenda

Yearly Work Plan (Agenda) Yearly plan laid out by month What has to be done each month What has to be done at each meeting Who has to do it Dates set 12 months in advance Plans for 1/year activities … spread out activities

The People You Need In Your Meeting (Even if you don’t want them) Map reader Idea fountain Funnel Checklist master Bulldozer Participation police Photographic memory Devil’s advocate Conciliator

PAEI Management Styles The PAEI Management Styles was developed by Dr. Adizes. Producer Administrator Entrepreneur Integrator

General Ground Rules Support objectives of meeting – agenda Respect view of participants Agree to something – do it Can’t do it – put it on the table right away 1 Conversation at a time Start and end on time All conversations at the table / in room

My Ground Rules GEMO DITTO Tangent Breaks Time out Facts vs. opinion ‘Call’ behaviours and have a process

Basic Rules Of Order Motions Amendments Done is done Agenda, past minutes, adjournment Voting: Yea, Nea and abstain Out of order

Duties of Chair Purpose of meeting Draft agenda Confirm date, time, location & attendees Prepare space Set tone of meeting Address each item Listen to everyone Draw people out Stop domination by some people Ask questions Gain clarification Address conflict

Duties of Chair cont. Summarize discussion Guide decision making process Review implementation Set next meeting date and objectives Don’t record Don’t take sides Don’t speak first Don’t talk too long Don’t loose temper Pass chair to someone else if you have to

Duties of Recorder Take minutes and notes Ensure that records are clear –(Will you understand the notes in 6 months time?) Ensure names are correct Record votes in motions Keep a running “to do” list Start and end dates for each activity

Minutes Permanent record of meeting Keep members up-to-date Track progress Inform new members of past actions Evaluate progress Legal requirements

Good Minutes  Name of group  Date  Location  Name of participants  Absentees  Regrets  Changes to & approval of agenda  Approve previous minutes  Record decisions - motions 1 st, 2 nd, vote  Actions required  Agreements  Reports  Next meeting  Adjournment

Duties of Participants Know the purpose of the meeting Review the agenda and accompanying documentation Research available information Ask questions Arrive on time Refrain from distractions Observe time limits Participate 1 st understand before being understood

How To Get Agreement I would like us to agree to …. All in agreement please give me a thumbs up or thumbs down Discuss why some are unable to support it Negotiate until you get agreement

Dealing With Grid Lock Vote Delegate debate to those you ‘care’ Defer decision Set short deadline for discussion with pre- determined action to move on

Meeting Facilitation Process Brainstorming Nominal Group Technique Force Field Analysis SWOT Analysis Goals Grid Dot-mocracy

Unacceptable Behaviors Person gets up and leaves Person never shows People are not listening to each other People having separate conversations Person displays offensive humor Person is regular late for meeting Nothing gets past discussion stage If you are not willing to address problem behavior do not waste your time!!!

Random Thoughts Stand up meetings Fines and penalties Warm up exercises No problem without solution Rotate chair and recorder

Toys Creativity Reduce nervousness / anxiety Mental Break Visual aids & metaphors Fun & humor Tactile and engage whole person Memorable

Pre - Meeting Check List  Do we need to meet?  Who needs to be & should be involved?  How long to they need to be there?  Create an practical agenda  Date, time, location & directions  Notification methods  Meeting facility booked and set-up prepared  Pre-circulated documents  List equipment required  Do we need help?  Quorum requirements?  Prepare activities

Meeting Checklist  Check equipment & set up  Introductions  Everyone has a seat  Review rules and address behaviour  Clarify expected outcomes  Review & follow agenda  If there time for fun  Clear discussions  Decisions made  Participation  Focus on ideas not people  Room climate  Notes kept  Breaks provided  Next meeting

Post – Meeting Check List  Minutes circulated  Action list created  Follow-up on agreements  Evaluate meeting  Clean up  Re-cycling  Thank you’s -Facilitator / facility -Host / organizers -Staff -Attendees

Meeting Evaluation Check List Item Yes we do this well This could be better We need to do this! We have a designated chair We have a designated recorder We get the meeting notice on time We get our meeting documentation in advance and in time to prepare We have the opportunity to have input on the agenda for each meeting

Meeting Check List cont. Item Yes we do this well This could be better We need to do this! Our rules and procedures work well for us and we can come to decision We always have minutes from the previous meeting The minutes are clear and we can understand them We have refreshments at meetings There is time for social interaction at meetings

Meeting Check List cont. Item Yes we do this well This could be better We need to do this! Our groups goals and objectives are posted or available We have and regular review our policy documents We stick to our agenda Everyone gets to participate in the meeting We are getting our job done