1. Efficient Meetings Cassandra Groen BSCE ‘09 MSCE ‘11 Research Engineer II Industrial Engineering South Dakota School of Mines and Technology Thursday, Sept. 8 th 2011

2. Team Culture and Behavior  Team Behavior  Effective Leadership  Create a clear and challenging goal(s)  Commit to team goal(s)  Set a high standard for performance  Team Culture  Create a positive culture  Positive Atmosphere  Participation  Encouragement  Honesty  Constructive Criticism  Respect

3. Meeting Structure: Before the Meeting  Determine the following:  What is the purpose of scheduling a meeting; why are we having a meeting?  Who will attend the meeting and why?  Where and when will the meeting occur?  What are the major goals to result from the meeting?  Which individuals are vital to the meeting?  Who will be the timekeeper?  Who will facilitate the meeting?  Who will take notes and record meeting minutes?  Prepare Necessary Documents  Create an agenda  Any documents or supporting information that you would like your attendees to review and provide feedback

4. Assigning Key Roles  Member Roles  Primary Facilitator  Scribe  Timekeeper  Secondary Facilitator(s)  Rotate Member Roles!

5. Description of Roles: Primary Facilitator  Prior to meeting:  Purpose of meeting  Agenda for meeting  State desired outcomes for meeting  Assign roles for Scribe & Timekeeper  During the meeting:  Responsible for beginning  Drawing information from all members  Processing information  Aid in drawing conclusions & developing actions  Keeping the meeting on track  Contributing to the meeting

6. Description of Roles: Scribe  During the meeting:  Records proceedings of the meeting  Provides feedback on what is recorded  Checks for consensus  Act as a secondary facilitator  After the meeting:  Sends notes of the meeting  Minimal Notes:  Date, time, location and attendees  Actions completed, discussion points and decisions  Task assignments and target dates

7. Description of Roles: Time Keeper and Secondary Facilitator  Time Keeper  During the meeting:  Keeps meeting on schedule  Assist in keeping meeting on track  Act as a secondary facilitator  Secondary Facilitator(s)  Prior to the meeting:  Perform assigned tasks  During the meeting:  Actively contribute to the meeting  Volunteer to take on assignments

8. Creating an Agenda  Send out an agenda a few days or a week in advance  State location, time, and date of the meeting clearly  State why the meeting is necessary  Define the objectives of the meeting  List individuals who will be holding key roles to make the meeting happen  Define required attendees  List topics covered during the meeting and who will present them  List any materials you would like attendees to bring  Example Agenda

9. Provide Supporting Information DoDon’t Provide enough information for people to form ideas, suggestions, or comments about a topic. Do not assume that everyone wants a copy of large reports or specifications. Provide URLs rather than paper copies when possible. Do not provide materials with no relation to the agenda. Summarize a large report or spec. in an outline; highlight major points of large documents. Do not send documents with a heavy technical base. You may need to save those to explain in the meeting. GIVE YOUR ATTENDEES ENOUGH TIME TO REVIEW INFORMATION!!!

10. Informing Participants  Inform attendees of the meeting  Be sure to include the agenda and supporting information  Clearly state when and where the meeting will occur  Be sure to inform individuals invited to the meeting why they were asked to attend the meeting  Example Email  Invitation to a meeting

12. Meeting Structure: During the Meeting  Start on time  Be sure to encourage participation  Keep meeting moving forward  Keep accurate record of the meeting  Seems minor, but VERY IMPORTANT  Create a template to ensure continuity between recorders  Engineering Notebook  Meet previously stated objectives  Make decisions  End meeting with a motivational note or challenge  End on time

13. The Engineering Notebook  Blow-by-Blow Documentation  Corner of page  Date & time  Location  Personnel present  Title of task  Experimental conditions, equipment ID numbers  Blow-by-blow record of process  Sketches of experimental setup / design  Summarize major decisions / results  Single line ends an activity, Double line ends day

14. Meeting Structure: After the Meeting  Archive meeting documents  Send out meeting minutes  Check on any action plans determined during the meeting

15. References 1. "What to Do before A Meeting." OQI/ORHD Academic Leadership Support. The University of Wisconsin Madison, 2007. Web. 2 Sept. 2011.. 2. “IENG 471 – Teaming and Effective Meetings” by Dr. Dean Jensen 3. “Project Meetings and Management” by Dr. Dean Jensen 4. “IENG 464/465 Senior Design – Engineering Notebook Maintenance” by Dr. Dean Jensen

16. Questions