Welcome to Take your Meetings from Good to GREAT!

Objective To provide you with tools and techniques to ensure your meetings pay off in results.

3 Group Work AdvantagesDisadvantages

4 Group Work AdvantagesDisadvantages Focused on a common goal Idea sharing, greater number of ideas, greater innovation Better decisions Support and buy-in for decisions Effective implementation of decisions Sharing of workload Range of experiences, skill sets to draw from. Leveraging of skills/strengths Greater understanding of and respect for different roles. Greater communication and information sharing. More efficiencies, reach outcome more quickly. Too many ideas, opinions Challenging behaviours, different personalities Competing priorities Personal agendas Unequal participation Varying degrees of commitment/lack of follow through Can take longer to get things done Wheel spinning Lack of clear roles/responsibilities

Your Meeting Facilitation Challenges

6 Your Meeting Challenges  Staying on track  Getting through the agenda  Ensuring participation  Managing difficult behaviours/personalities  Ensuring people ‘show up’.  Follow-through on commitments

7 Agenda  The Meeting Leader’s 5 Responsibilities  The Vital Agenda  The Meeting Facilitation Map  A Facilitator’s Power Tool: Meeting Agreements  The Generating and Organizing Ideas Technique  Steps to Achieving Consensus  Commitments to Action

8 The 5 Basic Responsibilities 1. Clarify objectives 2. Keep on track (topic and time) 3. Ensure full participation 4. Clarify points/ideas 5. Recap and ensure commitments to action

9 The Vital Agenda ItemOwner For Input, Decision or Information The Objective Come Prepare d To Allotted Time Commitment to Action

10 The Vital Agenda ItemOwner For Input, Decision or Information The Objective Come Prepared To Allotted Time Commitment to Action The new QI program HarryFor InputTo provide input into the development of an improved program Share 2 Quality Improvement ideas 30 mins.Harry to send us an overview of the final QI program by May 12. Janice, Karl and Morgan to provide Harry with feedback by May 22. Harry will present the final program to the team on June 8 th – Harry to schedule the meeting. Staff Scheduling – re: Overtime NancyInput and Decision : Decision to be made by Nancy with input from the team. To identify methods of decreasing overtime hours Share 1 idea for decreasing overtime hours 30 mins.Decisions: Our team will deal only with patient safety incidents Patient/family complaints will be managed by patient services team. Meeting Effectiveness DebInput and Decision : Decision to be made by consensus. To improve the effectiveness of our meetings No preparation required 15 mins.At every meeting, we agree to: Arrive on time Participate Follow through

11 The 5 Basic Responsibilities 1. Clarify objectives 2. Keep on track (topic and time) 3. Ensure full participation 4. Clarify points/ideas 5. Recap and ensure commitments to action

12 The Facilitation Map Pre-Session StepsThe OpeningClarify Objectives Clarify your role as the Facilitator Overview/Agenda Review Working Agreements The Body Recap and Commitments to Action

13 The Facilitator’s Role As the facilitator, my responsibility is to ensure we work well together and meet the objectives of the meeting. In order to do that, there may be times when I invite you to participate, ask you to clarify comments, or stop the discussion if it is getting off track or running over time.

14 The Facilitation Map Pre-Session StepsThe OpeningClarify Objectives Clarify Role of the Facilitator Overview/Agenda Develop Working Agreements The Body Recap and Commitments to Action

Page 12 Meeting Agreements

16 We agree to….  Arrive on time and prepared.  Wear our team’s hat and not our individual hat.  Listen to each other without interrupting.  Respect everyone’s ideas and opinions  Voice our concerns in the meeting and not after.  Follow through on our commitments.  Keep Sam informed if deadlines will be delayed.

17 Meeting Agreements  Allow participants the opportunity to consider productive behaviours.  Provide the opportunity to acknowledge and discuss issues or negative behaviours.  Clarify participants’ expectations of one another.  Emphasize that the success of the meeting is a shared responsibility.  Create group guidelines for the facilitator to lead the group more effectively.

18 Meeting Agreements Work When They :  Are developed by the group.  Describe visible behaviours.  Are agreed to.  Are used.

19 Generating and Organizing Ideas Technique 1. Silent generation of ideas. 2. Round robin feedback of ideas. 3. Group clarification and discussion of each recorded idea. 4. Consensus/prioritize ideas. 5. Commitments to Action

20 Benefits of GOIT  Provides structure  Increases # of ideas generated  Increases participation  Prevents monopolistic discussion  Promotes unique/creative thinking  Improves the quality of the decision  Increases buy-in/support for decisions

21 Facilitating Quality Decision Making  One person makes the decision.  Majority vote of the group determines the decision.  The decision is made by group consensus.

22 Definition of Consensus Consensus is agreement to support the decision.

23 How Do You Achieve Support? What does “Support” look like?What is needed to Support? Speaking positively about the decision. Actively participating in implementing the decisions – making it work. “We decided” vs. “They decided” Making it a priority. Allocating resources to it. Following through on commitments Understanding of rationale. The pros and cons of the decision. The opportunity to be heard. Belief that all options were considered thoroughly. Understanding of decision making process. Contingency plans Expectations of roles, time commitment, etc. Budget, allocation of resources

24 Steps to Consensus 1. Determine if consensus is required. 2. Define consensus (what support means). 3. Agree on a back-up plan. 4. Use tools to structure the process (GOIT, Multi- voting, Meeting Agreements). 5. Recap and confirm support.

25 Recap  The Meeting Leader’s 5 Responsibilities  The Vital Agenda  The Facilitation Map  Meeting Agreements  The GOIT  Steps to Achieve Consensus

Commitments to Action