Meetings Managers are people who do things right, while leaders are people who do the right thing. Warren Bennis, Ph.D. “On Becoming a Leader”

Conducting Meetings Well organized meetings tell workers:  They are an important member of the team.  This is a GREAT organization to be working for!  Meetings also help define an organization’s culture and climate

Preparing to Attend a Meeting (for all participants)  Know the purpose of the meeting.  Know why you are invited to attend.  Gather all data that you need to bring to the meeting.  Know the agenda of the meeting and ensure your agenda coincides with it.  Know your role and the path that you are going to follow.  Arrive on time.

Guidelines for Conducting Effective Meetings  Prepare for the Meeting  Define the objectives and outcomes. Know what you are trying to achieve with this meetingKnow what you are trying to achieve with this meeting  Ensure that a meeting is the only way to achieve the same outcomes: i.e. Could the objectives be done via phone or  Estimate the length of the meeting. People need to know how long to so they can plan their day!People need to know how long to so they can plan their day!

Guidelines for Conducting Effective Meetings  Create an Agenda that is carefully scripted:  Start and Stop Times  Identify the place for the meeting  List participants  List expectations and roles of participants  Prepare a structure for discussion to frame the purpose, topics and directions  Ensure an ”Action” statement is expected for each agenda item listed (see example)

Guidelines for Conducting Effective Meetings Health and Safety Committee  Includes the following: When, where, whoWhen, where, who Topics, highlights, actionsTopics, highlights, actions Note: Actions are coupled by WHEN and by WHOM!Note: Actions are coupled by WHEN and by WHOM!

Guidelines for Conducting Effective Meetings  Deliver agenda in advance to allow participants to prepare  Make every meeting something special: i.e. creative, cutting edge technology, guest speaker, video (but don’t get carried away!)  Use a variety of tools and activities to help make it fun (but don’t get carried away!)

Set Up The Meeting Place  Select a physical setting that is comfortable, big enough, and will serve the purpose.  Create a warm atmosphere conducive to encouraging interaction  Provide appropriate refreshments  Have appropriate visual aids and learning aids on hand.  Always do something a little different and something new. Make participants glad that they came. (Know your audience!)

Assign a Note Taker (minutes)  Who attended.  What problems were discussed.  Key discussions reached – summarize discussion  Action – next steps by whom: Who needs to accomplish – list team and outside members.Who needs to accomplish – list team and outside members. Describe what is to be done and how far to go.Describe what is to be done and how far to go. Start and end date of the task.Start and end date of the task.

Start the Meeting:  Communicate the purpose and desired outcomes to all participants.  Clarify participation and interaction desired.  Set the ground rules When will the meeting stop and end.When will the meeting stop and end. How each member will be heardHow each member will be heard How conflict will be resolvedHow conflict will be resolved What is expected of each member.What is expected of each member.  Ask if anything is missing. Value other ideas, opinions and questions.

Conduct the Meeting:  Take time to tell and hear stories.  Clarify and paraphrase key ideas.  Ask for different points of view; protect new ideas.  Record ideas and notes on a flip chart:  Use bright colours, bold shapes, pictures, bullets to emphasize key points.  Keep the focus on the topics and ideas.  Assign next steps throughout the meeting. Make all next steps specific assignments.

Keep the Meeting Focussed  Get information and data from the meeting. Ensure people are heard. ACTIVE LISTENING!  Let the people carry the content; you guide the process.  Use the agenda to stay on track.  Vary the pace: speed up, slow down, take breaks, change tracks.  Keep the group aware of where they are in the process and time.

Closing  Help the group decide on next steps.  Review assigned next steps. Ensure each person knows their tasks. Make sure everyone goes from “meeting” to “doing”.  Conclude by summarizing the group’s accomplishments.  Thank group members sincerely for their participation and contributions.

Facilitator’s Follow up  Evaluate the meeting. What worked? What needs improvement?  Plan post-meeting logistics. Using the minutes and your impressions, create a document that clearly describes the meeting.  Use comments, questions, criticisms, and insights to enhance the quality of the document.  Distribute the document to all participants and other key players within the organization.  Monitor progress on next steps.