Creating Meetings that Matter: A global challenge

Beatrice BriggsDirector, International Institute for

Facilitation and Change

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Meetings can and should matter.

Meetings can bring out the best in us.

Our human capacity to be:• Curious• Collaborative• Creative

Every meeting is a priceless opportunity to surprise ourselves

with just how much we can achieve together.

From Meeting Together by, Lois Graesssle, George Gwalinkski, Martin Farrell

Good meetings are the origin of cohesion, clarity and communication and have a

fundamental impact on the success of an organization.

Patrick Lencioni

Boring, unproductive meetings are a global catastrophe!

• Optimism and enthusiasm are eroded.• Cynicism and apathy are increased.• Confusion is proliferated.• Conflicts fester and remain unresolved.• Financial and human resources are wasted.• Organizational mission is not served.

Global challenge• Raise our standards for meetings.• Hold ourselves to a higher level of

accountability.• Change our behavior as conveners,

participants and facilitators.

Who can change this situation?CONVENERS

PARTICIPANTS FACILITATORS

Which of the roles do you typically assume?

PROCESS

Who can change this situation?CONVENERS

PARTICIPANTS FACILITATORS

PROCESS

Who can change this situation?CONVENERS

PARTICIPANTS FACILITATORS

Which of the roles do you typically assume?

PROCESS

The challenge for all of us

Purpose

Participants

Process

1. Meeting PURPOSEConveners: Get more specific about the reason for the meeting – OR CANCEL IT!

Participants: Verify that the meeting is relevant to you – OR DO NOT ATTEND!

Facilitators: Help the convener to define a compelling purpose for the meeting – OR SUGGEST THAT YOUR PRESEENCE IS NOT REALLY NEEDED.

From your perspective, what are some of the BENEFITS of clarifying the meeting purpose?

Share you ideas in the chat.

Possible benefitsof defining a CLEAR PURPOSE

Help decide who should be in the meeting.Motivate attendance.Stimulate thinking about the issues before the

meeting.Focus the discussion.Eliminate unnecessary meetings.

2. Participant SelectionConveners: Are you looking for attendees or participants? What do you expect each person you invite to contribute?

Participants: Given everything else you have to do, is this meeting a priority?

Facilitators: Are you being an effective advocate for a process design that meets the needs of both the convener and the participants?

From your perspective, what are some of the DIFFICULTIES or RISKS in being selective about

who to invite or which meetings to attend? Share you ideas in the chat.

Possible difficulties in being selective about who to invite or

which meetings to attend

• People will feel excluded, left out.• You may be seen as indifferent, not a ”team player.”

3. Outcome-Oriented Agenda

Complete this sentence:By the end of this meeting we will have…

3. Outcome-Oriented AgendaConvener’s Challenge

Complete this sentence:By the end of this meeting we will have…

• Generated a list of options for …• Prioritized the options for…• Analyzed the pros and cons of…• Decided on….

3. Outcome-Oriented AgendaConvener’s Challenge

Complete this sentence:By the end of this meeting we will have…

Then ask yourself, Do these results justify the opportunity cost of bringing people together?

• Generated a list of options for …• Prioritized the options for…• Analyzed the pros and cons of…• Decided on….

3. Outcome-Oriented AgendaConvener’s Challenge

3. Outcome-Oriented AgendaParticipant’s challenge

Ask: • What are we hoping to accomplish in this

meeting? • Why is my presence important?

Then come prepared to contribute.

Take responsibility for the PROCESS DESIGN.• How will we stimulate participation and focus

the conversation?• How will the results be captured?

3. Outcome-Oriented AgendaFacilitator’s challenge

If there are too many items on the agenda and/or the expected outcomes are too ambitious for the time available, SPEAK UP! PROPOSE ALTERNATIVES!

If there is no trained facilitator available, who do you think should assume responsibility for

thinking about the MEETING PROCESS? Share you ideas in the chat.

3 Powerful Strategies to create Meetings that Matter

1. Be clear about the PURPOSE of the meeting.2. SELECT PARTICIPANTS with care and BE SELECTIVE about the meetings that you attend. 3. Plan/expect an OUTCOME-ORIENTED AGENDA.

Meetings that matter are a collective creation.

VISION and CLARITY

PROCESS

KNOWLEDGE, EXPERIENCE, PERSPECTIVES, INTERESTS

PROCESS DESIGN that supports MEANINGFUL DISCUSSION and USEFUL RESULTS

We have all paid the economic and emotional costs of:

• too many meetings • meetings that go on too long• meetings that are mostly reports• meetings that are all talk and no action • meetings where key people are not in the

room

Let’s challenge ourselves to co-create meetings that lead to:

• Compelling Visions!• Unexpected Possibilities!• Surprising solutions!• Powerful decisions!

Meetings that leave us feeling:

• Energized• Inspired• Committed to shared goals• Clear on next steps• And perhaps even looking forward to

the next meeting!

One more reason to create Meetings that Matter

One more reason to create Meetings that Matter

Those NOT in the room who will be affected by the meeting outcomes

Co-workersClients

NeighborsCitizens

Communities

Customers

Ecosystems

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