Efficient Meetings

Cassandra GroenBSCE ‘09MSCE ‘11

Research Engineer IIIndustrial Engineering

South Dakota School of Mines and Technology

Thursday, Sept. 8th 2011

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

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

Assigning Key Roles

Member Roles Primary Facilitator Scribe Timekeeper Secondary Facilitator(s)

Rotate Member Roles!

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

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

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

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

Provide Supporting Information

Do Don’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!!!

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

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

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

Meeting Structure: After the Meeting

Archive meeting documents Send out meeting minutes Check on any action plans determined during the

meeting

References

1. "What to Do before A Meeting." OQI/ORHD Academic Leadership Support. The University of Wisconsin Madison, 2007. Web. 2 Sept. 2011. <https://www.ohrd.wisc.edu/AcademicLeadershipSupport/LeadMeetings/ResponsibilitiesoftheChair/Whattodobeforeameeting/tabid/111/Default.aspx>.

2. “IENG 471 – Teaming and Effective Meetings” by Dr. Dean Jensen3. “Project Meetings and Management” by Dr. Dean Jensen4. “IENG 464/465 Senior Design – Engineering Notebook Maintenance” by

Dr. Dean Jensen

Questions