HostingEffective

Online Meetings

Stephanie Nestlerode LaDonna Coy Omega Point International, Inc. Learning for Change, Inc.

September, 2009

Part 2Strength-based

Meeting Management Tool

Debrief technology plans

What are you planning to do online?

Part Two

Meetings by

Design

The PLANC

The Five

Why’s

Why?Why?Why?Why?Why?

When a meeting is high functioning, what’s happening?

What do you see, hear, feel?

What are the specific behaviors you witness?

What kind of energy field do the behaviors create?

What encouraged the behaviors to show up?

Were they planned?

What created the container?

What created the conditions for success?

Who created the conditions?

Was it by design or by accident?

Designing Meetings

for Success

Where to Start?

With the end in mind ….. What are the outcomes you want to achieve?

In terms of relationships?

process outcomes

In terms of goals?

content outcomes

What are your beliefs about how the meeting outcomes can be achieved?

What are you assuming?

Based on what data?

What are your intentions for what will be accomplished in the meeting?

The Agenda

Who, what, where, when and why

What actions need to be taken to prepare for the meeting?

Develop and implement the PLANC

The Meeting

The Meeting

Why are we meeting?

What are the

Expected Outcomes

The Meeting

Begin here!

What meeting design will produce the desired

outcomes?

What are strengths to build upon?

What are the challenges?

Why are we meeting?

Whose voice needs to be

represented?

What are the Expected Outcomes

The Meeting

Begin here!

What meeting design will produce the desired

outcomes?

What are strengths to build upon?

What are the challenges?

What will be covered on

the agenda?

Who will lead the meeting?

What data will be provided in advance?

Why are we meeting?

What are the

Expected Outcomes

The Meeting

Begin here!

What meeting design will produce the desired

outcomes?

What are strengths to build upon?

What are the challenges?

What will be covered on

the agenda?

Who will lead the meeting?

What data will be provided in advance?

Why are we meeting?

What are the

Expected Outcomes

The Meeting

Begin here!

What meeting design will produce the desired

outcomes?

What are strengths to build upon?

What are the challenges?

What will be covered on

the agenda?

Who will lead the meeting?

What data will be provided in advance?

Why are we meeting?

What are the

Expected Outcomes

The Meeting

Begin here!

Omega Point’s Learning Template

Think of a regular meeting that you’d like to improve.

If your team was an animal, what animal would it be?

PROCESS

People issues

Feelings of Engagement, Respect, Possibility, Trust, Decision-making Authority, Accountability

CONTENT

Topic issues

Questions of purpose, data,

systems, goals, objectives, strategies, timelines, reporting

requirements

Two Sides

of the

Same Coin

Process Content

Which side of the coin presents the most challenges for you?

Poll

P urpose

PLANC MEETING MANAGEMENT TOOL

L ogistics

P urpose

PLANC MEETING MANAGEMENT TOOL

A genda

L ogistics

P urpose

PLANC MEETING MANAGEMENT TOOL

N ext Steps

A genda

L ogistics

P urpose

PLANC MEETING MANAGEMENT TOOL

C ritique

N ext Steps

A genda

L ogistics

P urpose

PLANC MEETING MANAGEMENT TOOL

unique team contribution

Why?

diverse perspectives

Who?

Logistics

People

Time

Place

AGENDA

Content

Lead

Process

Lead

NEXT STEPS

Who?

What?

Where?

When?

CRITIQUE the

MEETING

What worked?

What might be changed?

How well were roles utilized?

Poll

How is itDifferent?

How is itDifferent?

If you serve as a Team LeadClick on the green check mark.

Is there

shared leadership

for all the tasks involved in creating a successful meeting?

How is itDifferent?

If you serve as a Team LeadClick on the green check mark.

Roles

HostConvener

Real-timeScribe

Timekeeper

ContentLead

LogisticsLead

Process Lead

Social MediaLead

Chat Spanner

PLANC

All focus on

responsible

attentive

focused

Every Partner

tracks tasks

listens for threads

reflects on progress

agenda

ContentLead

designs conversations

facilitates

reflects on team dynamics

co-creates agenda

Process Lead

Checking Calendars

Time

Place

LogisticsLead

HostConvener

Invites

Sends Reviews Agenda

Welcomes

Reviews Planc’d Agenda

Gives context and voice

Tracks Time

& Due Dates

Timekeeper

Issues

Decisions

Commitments

Learnings

Critique

Real-timeScribe

Type hereDiscussion Area

Captures conversation in the chat log

Chat Spanner

Social MediaLead

Supports Collaborative On-Line Efforts

What questions do you have about the PLANC Roles?

What other roles might be helpful?

Everything that Enables, Disables Also

Everything that Disables, Enables Also

Source: Paul Underwood, Native American Wisdom Keeper

Anticipate change well in advance of its arrival (see the past, present and future at a glance)

Good at organizing tasks and people (cover the details and equip staff for success)

Always checking out alternative possibilities (hold the door open for new ideas)

Grow and develop in challenging circumstances (apply lessons learned to current reality)

Source: Paul Underwood, Native American Wisdom Keeper

CRITIQUE the

MEETING

What worked?

What might be changed?

How well were roles utilized?

Photo Citations• Shimmering reflections

http://www.flickr.com/photos/pagedooley/2577006675/• Hourglass http://www.flickr.com/photos/aidanmorgan/2331754875/• Purpose http://www.flickr.com/photos/mag3737/2555523620/• Logistics http://www.flickr.com/photos/24847875@N05/3365692726/• Social Media ROI

http://www.flickr.com/photos/intersectionconsulting/3598356119/• RNA http://www.flickr.com/photos/ethanhein/2250889077/• Rainbow http://www.flickr.com/photos/jakerome/3065903183/• Scribe http://www.flickr.com/photos/jefka/3815056107/• Open http://www.flickr.com/photos/cquarles/3340476607/• Question mark

http://www.flickr.com/photos/24350382@N07/2949435839/