Design the Meeting Everyone is Eager to Attend

Designing Effective Meetings:

10 Essential ElementsSM

Introduction Experience

©Mindful Innovation, Inc. 2013

“I arrive to this session feeling _______."

Check In


• How was it to share your feeling?

• How was it to hear from others?

• What shifts, if any, did you notice?

Reflect


Purpose

See the potential to:

• Engage every meeting participant to have

greater impact

• Improve performance

• Create the outcomes you need to get the job

done more efficiently


1) Evaluator 2) Participant

Provide feedback in an online survey

Opportunity to sign up for next step offerings of different programs to take a deeper dive into this material.

Participant Roles


Focus on a Meeting


The Elements


Creative illustration


Model and Worksheet


• The content is not new but it is new

• This model is scalable

• Do it our way and do it your way

• Go slow to go fast; go deep to go far

4 Themes


1. Prepare

Make ready beforehand for a specific purpose.

1. What is at stake for the team/organization?

2. Is the meeting necessary?

3. Who should attend and what are their

roles/responsibilities?


2. Care

Get connected to what matters for full participation.

1. What is important to you about this meeting/event?

2. What is the potential positive impact for those who

may be attending?

3. How will we create a welcoming environment that

invites everyone to engage?


1. FROM: What is the challenge?

2. TO: What is the opportunity?

As it relates to designing effective meetings.

Exercise


3. Agree

Create safe space for authentic engagement.

1. How will we create "safe space?"

2. How will we design our partnership alliance?

3. How will we insure an efficient and effective process?


• What is said here stays here (confidentiality)

• Ask for what you need and offer what you can

• Challenge by choice

• Presume positive intentions

• Value every voice and see/honor different perspectives

• Encourage an open/possibility mindset and innovative

options

• Allow for pauses and processing time

• Have fun

• Other?

Process Norms


• If you cannot attend the meeting you may send a

representative in your place

• Start and end on time

• Cell phones off

• Assign roles to support an effective group process (e.g.

facilitator, time keeper, scribe, process observer)

• Final decisions made cannot be changed by members

who are not present

Procedural Norms


4. Connect

Build familiarity to create community.

1. How will we "hear all the voices?"

2. How will we discover who we are and what we care

about ?

3. How will we discover what we can create together?


• What's important to you about this meeting?

• How are you feeling right now?

• What are you celebrating today?

• What do you appreciate about (team member)?

• What are you willing to let go of? What are you ready to

make room for?

• What's our greatest opportunity?

• What's at stake if we are successful?

Connection Questions


5. Focus

Produce a clear image of what we will create together.

1. What background information needs to be shared?

2. What is the desired impact? (How will people feel?)

3. What are the desired outcomes? (What will people do?)


Impact

You will leave feeling inspired to experience more

because you see the potential for this methodology.


• Clear

• Confident

• Committed

• Curious

• Energized

• Connected (to the mission)

• Connected (to others)

• Trusting

• Valued

• Challenged (e.g. to grow)

Impact


Outcomes

• By the end of this session, participants will learn

about the essence, importance and critical questions

for Designing Effective Meetings: 10 Essential

Elements.

• By the end of this session, participants will identify a

take away and one action they may take to practice

their learning.


Outcomes

Objectives of your meeting ideally stated in a

way that is specific, measurable, achievable,

realistic and timely.


6. Explore

Discover and integrate to fulfill our purpose.

1. How will you conduct yourself during this meeting?

2. What formats will promote essential conversation?

3. How will we harvest the wisdom in the room?


Conversation Formats


Think - Pair - Share: Pose a question and give

participants a few moments to think about the question.

Pair up to talk about the answer each person came up

with. Pairs share their thinking with the larger group.



Calibration (Spectrogram): An interactive exercise

which highlights the range of perspectives in a group. A

facilitator asks a question and participants line up along

a continuum.



How comfortable are you exploring

new ideas?

Mindset: “Notice without judgment”

On the continuum:

• 1 = Risk Avoidant

• 2 = Cautious

• 3 = Curious

• 4 = Cliff Diver

1 4©Mindful Innovation, Inc. 2013

Calibration

• At this moment, how likely are you to apply

what you've learned so far to your work.

• Mindset: “Notice without judgment”

Where are YOU?: 0 (Don’t Know) to

1 (not likely) 3 (may be likely) 5 (highly likely)

FIST (0) FIVE (5)

Don’t know Highly likely©Mindful Innovation, Inc. 2013

Powerful Questions: A powerful question evokes

clarity, action, discovery, insight, or commitment. It is an

inquiry that creates greater possibility, new learning and

clarity.



What's wanting to happen in my/our meetings?


7. Acknowledge

Express appreciation for strengthening connection.

1. Who and/or what are we grateful for?

2. Who and/or what do we want to celebrate?

3. How will we express our appreciation?


8. Evaluate

Reflect to adjust and refine.

1. What worked?

2. What would you like to be/do more, less or different?

3. What have we learned and how does that inform next

practices?


WHAT WORKED? (e.g. "I liked..." or "I learned...")About the context?

About the people?

About the process?

Other?

WHAT DIFFERENT? (e.g. "I liked..." or "I learned...")About the context?

About the people?

About the process?

Other?

WHAT MORE? (e.g. "I liked..." or "I learned...")About the context?

About the people?

About the process?

Other?

Critical Questions


9. Commit

Trust we will be accountable and follow through on

next steps.

1. Who will do what?

2. By when?

3. How will we know?

4. What might get in the way and how will we

accommodate?


What action will you take?

Commit


10. Close

Intentional completion to end well.

1. What do you need to say or do to have closure

for now?

2. What is your learning or take away?

3. How will we close together?


What do you want to remember?

Take Away



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Design the Meeting Everyone is Eager to Attend

Design

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